UI staff can book meeting facilities through Outlook calendar when a meeting is created. You can type in the name of a building in "Room Finder" to find an available room.
To book a room:
- Begin by opening the Outlook calendar and selecting "New Meeting".
- The window that appears is similar to a new email and allows you to fill in the name of the meeting, the email addresses of those you want to invite, as well as the date and time of the meeting.
- "Location" allows you to type in the number of the room that you want to book (A-223a for example) and the booking tool shows you if the selected room is available on the selected date and time. You can also click on "Room Finder" and type in the name of the building.
- Finally, you can add a description for the meeting and send an invitation to those you wish to invite. After the meeting has been created you will receive an automatic email confirming your reservation of the conference room.
Instructions on booking meetings in Outlook can also be found on the Microsoft website.
For larger meetings or events classrooms can be reserved for a fee.
Frequently asked questions
How do I know which room to book?
Most meeting facilities have a screen or a projector that can be connected to a laptop. For most rooms, you can find information on seat capacity in Outlook. You can also contact the building supervisor for further information.
Can I book a room through Outlook as many times as I want?
Yes, you can. The use of meeting facilities that can be booked through Outlook is free of charge, as those rooms are intended for shorter work meetings.
What can I do if I cannot find any rooms in Outlook?
All UI staff members should be able to book meeting facilities through Outlook. If it is unavailable to you through your staff email (username@hi.is) you can look at the IT assistance article or contact the IT Division.