The following are instructions for reserving conference rooms through GroupWise by scheduling appointments with the appropriate resource. If you have questions or need individual assistance, call Facilities Management at 3-2625, Information Technology Services at 3-2605, or the department in charge of the resource.

If the room you are reserving is already scheduled for the time you are requesting then the reservation will be automatically declined and you will receive an email message notifying you that your appointment was declined. In order to save time and effort in scheduling rooms use the "Busy Search" feature in GroupWise before you send the appointment.

Changes in Reservations

The originator should make scheduling and setup changes by Friday at noon for the next weeks’ reservations. Any changes made later than noon Friday need to include Henry Brue as a carbon copy ‘CC’ on the appointment.

Scheduling Steps

1. Create a new appointment in GroupWise addressed to the resource you want to reserve. Select the appropriate date and time and then use the busy search feature by clicking on the ‘Busy?’ button to confirm that the room is available when you need it.

   

   This is the busy search screen. The grey boxes indicate when the room is in use.

   

2. In the subject line of the appointment enter your department name, meeting description, set-up number, group size.

   Example: "Facilities Mgmt, Staff Mtg, #12, 15"
   
   (set-up number and group size unnecessary for "AS SET" rooms)

3. If you don’t know the name of the resource you want to schedule then:
   1. Open the GroupWise Address Book
   2. Filter for resources by selecting the ‘View’ menu, and then ‘Filter for Resources’ as shown below.