IT Service Center

Parent Page: Microsoft Office Outlook

Reserving Shared Resources Using Microsoft Outlook Public Folders

This guide will walk you through the steps of reserving shared resources at LFCDS. Conference rooms, computer labs, computer carts (CoWs), and other resources must be reserved for use through the Outlook Public Folders in order to be available for your classes or meetings. Here are some guidelines on using the Outlook Public Folder reservations, followed by a tutorial on making a reservation on a resource or room calendar.

What Resources Are Available for Checkout via Outlook Public Folders?

• Equipment
  • 5 carts of Computers on Wheels (CoWs)
    Please contact the Grade 4 teachers to reserve CoW #3 & CoW #4 or the Library to reserve CoW #5.
  • 1 Portable Display Setup with a widescreen Pioneer Plasma Display and DVD player
• Rooms
  • Atrium-ECC (ECC-100B)
  • Atrium-Green Bay (Business Office Use Only)
  • Computer Lab-Library/Media (GB-255a)
  • Computer Lab-Main (GB-232)
  • Conference Room-Atrium North (GB-151)
  • Conference Room-Atrium South (GB-159)
  • Conference Room-Green Bay-Lower (GB-134)
  • Conference Room-Green Bay-Upper (GB-240)
  • Gymnasium (ES-103) (Business Office Use Only)
  • Gymnasium (GYM-110) (Business Office Use Only)
  • Kitchen-ECC (ECC-105)
  • PAC (FA-205) (Business Office Use Only
    Please contact the Business Office to reserve any resource marked (Business Office Use Only).

1. Open Outlook by selecting Start > Programs > Office Productivity > Microsoft Office Outlook 2010
2. View the Folder List by clicking the folder list button in the bottom left-hand corner of the window.
   
3. Locate the Public Folders group, and expand it by clicking the '+' sign to the left of it:
   
4. Expand All Public Folders:
   
5. Expand the folder for the type of resource you wish to reserve - Expand Calendars-Resources-Rooms to reserve a room, Expand Calendars-Resources-Equipment to reserve a computer cart or the portable plasma display:
   
6. Select the calendar associated with the room or equipment you'd like to reserve by left-clicking on it.
    
7. Use the month grid calendar to navigate to the date you wish to reserve the resource.
    
8. Ensure that there are no other appointments scheduled for your desired date and time.
    
9. Left-click on the closest time for your reservation on the calendar view.
    
10. Select File > New > Appointment
11. Enter your name and the class or event for the Subject of the appointment.
12. For CoWs and other equipment, enter the location where they will be used in the Location of the appointment.
13. Adjust the Start time and End time for the appointment using the date & time drop-down menus.
    • Avoid using the All day event option, as it makes it difficult for others to see the reservation.
    • If needed, left-click Recurrence in the Options group of the Appointment tab to schedule a repeating event across multiple days.
    • If you want the meeting to appear on your Outlook calendar (or that of others), left-click Invite Attendees in the Actions group of the Appointment tab to add yourself or other attendees to the meeting.
14. Click Save & Close in the Actions group of the Appointment tab.
    You will receive an email confirmation that your appointment is reserved.

How do I change a reservation I have made?

1. Double-click on the existing reservation in the calendar view to open it.
2. To reschedule the reservation:
   1. Adjust the Start time and End time for the appointment using the date & time drop-down menus.
   2. Left-click Save & Close in the Actions group of the Appointment tab.
      You will receive an email confirmation that your appointment is reserved.
3. To delete the reservation:
   • Left-click Delete in the Actions group of the Appointment tab.