What is this?

This is a guide to help you book a room or equipment (laptop carts, etc.) at MSS. The current system uses calendar through Outlook (instructions for online and desktop-based software).

Current List of Resources

Please note, some names may be subject to change. Please contact Lia or Marian if the resource you are looking for is not listed or appears different in the selection list.

Resource Description Location

MSS Learning Commons

Large area with multiple large tables, suitable for presentations and classes.

Library

MSS Lib Lab

25 Windows Desktop Computers

Library

MSS Multipurpose Room (MPR)

Capacity: approx. 170, suitable for medium-sized assemblies. Often reserved for special events and activities. Also the home of Panther’s Pantry (cafeteria).

Access through main lobby connected to Drama dept.

MSS Large Conference Room

Capacity: approx. 15 people, suitable for private meetings and gatherings

Main access through councelling and office areas. Alternate doors through hallway and staff room

MSS Small Conference Room

Capacity: less than 8 people, suitable for private meetings

Councelling area

MSS Laptop Cart J

30 Windows Laptops

Library

MSS Surface Bucket Cart

Four buckets of 5 laptops each

Library

MSS Projector Cart 1

Projector with speakers

Library

MSS Projector Cart 2

Projector and multimedia player

Library

MSS Library iPad Cart

20 iPads

Library

Outlook in a browser

If you regularly use Outlook in your browser, and not the desktop app, you will find that the instructions below differ slightly. I’ve added separate instructions if the method differs significantly (and not if only slightly).

How do I book a room or equipment?

You can use Outlook to book both rooms and equipment. Let’s say you want to book the MSS Large Conference Room, and invite Jim and Pam for some soup. Or, you need a laptop cart for your parkour lesson:

Outlook App
  1. Open Outlook

  2. Open Calendar View by clicking the icon (bottom left hand corner)

  3. Select New Meeting / Event from the ribbon

  4. Customize the Title and date/times of your booking

  5. Select Required. Address Book will open: select Global Address List from drop-down menu, and type "MSS" into the search bar. Click on the name of the room or equipment, and click on Required, then OK

  6. (Adding People) Under Required, it’s as simple as typing Jim and Pam’s name (autocomplete should help you with the rest).

  7. Click Send.

Outlook Online
  1. Outlook in your browser

  2. Open Calendar View by clicking the icon (bottom left hand corner)

  3. Select New Event from the ribbon

  4. Customize the Title and date/times of your booking

  5. Type "MSS" into the Invite Attendees bar and click on "Search Directory" from the dropdown menu. Click on the name of the room and/or people (Jim and Pam, of course).

Tip
You can click on “recurring” if this event happens every Friday at lunch, etc.
Tip
You don’t have to add any people to a booking, but you can always add them afterwards if you change your mind

Can I look to see when something is available?

Yes. You can use Scheduling Assistant in Outlook (that’s too fancy), but you probably just need to peek at the calendar for the particular room or equipment.

Outlook App
  1. Open Outlook.

  2. Open Calendar View by clicking the icon (bottom left hand corner)

  3. (optional) Click on any calendar group in the left pane and select "add calendar group". This well let you see many resources at once if that’s something you prefer

  4. Select Open Calendar in the ribbon (looks like a big plus sign)

  5. Choose From Address Book

  6. Select Global Address List from drop-down menu

  7. Type in “MSS” and select your resource from the list

  8. A separate calendar will open just for that item, and now you can see when it is available.

Outlook Online
  1. Open Outlook in your browser.

  2. Open Calendar View by clicking the icon (bottom left hand corner)

  3. (optional) Click on any calendar group in the left pane and select "add/new calendar group". This well let you see many resources at once if that’s something you prefer

  4. Select Import Calendar in the left hand pane

  5. Choose From Directory

  6. Type in “MSS” and select Search Directory

  7. Select the resource from the list

  8. A separate calendar will open just for that item, and now you can see when it is available.

Tip
You can repeat these steps to add other room or equipment calendars

Do I have to add attendees to book a room?

No. You can book a room following the steps above and just add the room as an attendee (you’d do this to book the MPR, for instance).

Can I cancel my booking?

Yes. Your event will appear in your calendar and the resource’s calendar. Make sure you have your calendar selected (note the colour of the event). Just right-click on the event in your calendar and select cancel/delete. Only room admins can delete other people’s bookings (you can only alter your own).

Can I add rooms or equipment after I’ve booked something?

Yes.

  1. Select the event in your calendar, and choose Add or Remove Attendees in the ribbon bar (you’re inviting the resource as if it was a person). Please note, for an appointment this will instead be Invite Attendees.

  2. Follow the instructions above for adding rooms/equipment (make sure to select Global Address List)

  3. Click Send Update (your attendees will be notified of the added location)

Who’s in charge of booking?

You are in charge of your own booking! However, there may be times when a booking will need to be canceled or changed for a special event, and in this case, these alteration would fall on designated "room admins". These are:

  • Lia and Crystal for the Learning Commons rooms and equipment (laptop carts),

  • Adriane for all other rooms.

This can be changed (see next question). For example, it may make more sense to make Brent, Misty and/or Julie as admins to the small and large conference rooms. Room admins are the only ones who can revoke bookings by other members (but, you can always cancel your own booking!).

How do we change which rooms and equipment show up in the options?

Send a request/permission for a workorder through Adriane that will be sent to Janet [1]. Basically, before we make a resource bookable, we need to make sure it can be done (you know, in case any of you had the idea of making a bathroom or Gian’s office bookable).

Notes

Tip
By booking rooms and equipment, you create a meeting in your calendar and the resource’s calendar.
Tip
Use the "Required" field ("Invite Attendees" through the browser) when booking anything. If it’s a room, it’ll be added to "Location" automatically.

1. For admins: FYI the name should always start with MSS (keeps things organized in the room/equipment list)