| Overview
Kellogg Group Rooms provide a great method for group collaboration. There are 39 group rooms in the Jacobs Center and 19 group rooms in the McManus Living and Learning Center that any Kellogg student can reserve for group study. Reservations are made on our Exchange server via Outlook following the reservation guidelines posted on Student Affairs website.
- Group rooms may be reserved by students for group study or meetings with two or more students
- These rooms may be reserved for up to three hours per day per group.
- Rooms may be reserved up to two weeks in advance.
- A group will lose priority on a room if they are ½ hour late.
This document provides step-by-step instructions on how you can view group room availability, reserve a group room, add guests and create recurring meetings using Outlook 2007 in our Exchange messaging and calendaring environment.
Setting up your Group Schedules for Group Rooms
Group Schedules allow you to see the availability of each group room in one view and book one that best fits your groups availability.
Note: You only have to set up your Group Schedules one time. After you have created the Group Schedules, you can view each group by going to View Group Schedules and clicking Open.
1. In the Calendar view, go to Actions > View Group Schedules…
2. Select New and type a name for the new Group Schedule (example “Jacobs Group Rooms”).
3. Click Ok.
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4. Click the “Add Others” button on the lower left-hand side of the windows and select “Add from Address Book…” |
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| 5. Select “All Rooms” from the Address Book drop down menu.
6. Scroll down to highlight all of the Jacobs Group rooms and click the To button on the lower left-hand side of the Select Members: All Rooms window.
7. Click Ok.
8. Select “Save and Close” on the lower right-hand side of the window.
9. You can repeat this procedure for the McManus group rooms.
Note: Classrooms must be reserved via the Student Affairs office, not through Outlook. |
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Finding Group Availability and Booking a Room
Outlook Exchange allows you to view other student’s schedules and suggest a good time everyone is available to meet. You can include people from the Global Address List, your contacts and/or any email address.
Note: If you make the meeting request, then you are the Meeting Organizer and only you can reschedule this meeting.
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1. Go to New > Meeting Request. |
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2. Enter the subject information in the Subject field.
3. Enter the agenda in the area below the date/time.
4. Click on Scheduling Assistant. |
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5. You may type the name of the attendee or click Add Attendees. |
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6. When you click on Add Attendees, select from which Address list you want to select the attendees from, shown in the drop down on the right.
Note: select only people, not rooms.
7. Double-click on each attendee to add them to the required or click on the Optional button to continue adding them to the Optional field.
8. Click Ok.
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9. The attendees appear on the left side.
10. Note the suggested times that appear on the right side of the window. This will help you find a time everyone is available to meet.
11. Leave this window open.
We will now find a group room available at the same time your group is available to meet. | |
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12. Go to your Calendar menu.
13. Go to Actions >
View Group Schedules. | |
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14. Click the Group Schedule you want to view and click Open. |
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| 15. Find the group room available at the time your group is available to meet.
You can view this window and your meeting request window to find the room that bests suits your group availability.
Note: this window does not automatically refresh.
Click on Refresh Free/Busy, as shown on the right under the Options menu. |
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16. You can type in the room name or click on Add Rooms. |
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17. Double-click the room you wish to book.
18. Click OK.
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19. The room now appears in the All Attendee’s list.
20. Confirm the Attendee list, Start time and End time are correct.
21. Click Send.
22. Hit Cancel in the Group Room window to close it.
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Confirming your group room reservation
Invitations to meetings scheduled in Outlook are sent via email. They will appear in your Outlook Inbox. The room will send back an Accepted or Declined email to the meeting organizer.
| 1. Accepted
The room sends you an email, accepting or declining a meeting.
Important: you not officially reserved the room until you get the Accepted email response. | |
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2. Declined
The room is not reserved due to conflicts, listed in email message to the organizer.
Important: Only the organizer of the meeting will get this email. Other guests will get the meeting request but the Location field will be blank. | |
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| 3. You can view in the appointment if the room has accepted or declined.
Go to the Appointment > Tracking. |
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4. You can also view the free/busy of the group rooms to confirm your booking.
Go to Actions > View Group Schedules…> Open group schedule where you booked the room.
The organizer’s name and subject will be shown in the free/busy field.
If your room reservation does not show up, you can refresh the Free/Busy information by clicking on Refresh Free/Busy, as shown on the right under the Options menu.
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Responding to Meeting Requests
Meeting requests will be delivered into your Inbox: you can accept, tentatively accept, reject, or propose a new time. This menu appears at the top of the email. Always make sure that Outlook sends the response so the organizer knows if you have accepted or not.
Accept
Offers to send response and then the request is transferred from your inbox to your calendar as an appointment.
Mail request is sent to your deleted items folder.
Double-clicking this appointment will show all invitees and attendance status. |
Tentative
Puts meeting tentatively in your calendar and rejects the invitation, letting the organizer know you are not available at that time. |
Decline
A declined response is sent to the organizer. Puts the meeting in the Deleted Items folder.
You can Accept this meeting later by going to the Deleted Items folder and clicking Accept. |
Propose New time
Outlook also has an option for non-organizers to propose a new time for meetings they have been invited to.
Upon clicking the "Propose New Time" button, a form opens where you can select the new time. You select the time and click Propose Time and then Send. |
Making Recurring Appointments
1. Make a one time appointment.
2. Click Recurrence... Make the choices you need and click OK to make the appointment recurring.
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| 3. Enter relevant information.
Group rooms will DECLINE all recurring appointments due to reserving guideline policies.
You may set up a recurring meeting with your group members and update each occurrence with group room as the reservation policies allow (ex. no more than 2 weeks in advance, up to three hours per day, etc). |
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