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Cancer Institute
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CGRC Room Calendars

This information explains just one of the many ways to view a room calendar and send a reservation request. You are free to access the calendars using any method you are comfortable with. If you are familiar with viewing another person’s calendar or a shared calendar in Outlook, the room calendars can be viewed in the same manner.

Mac Users
Outlook Web App

1.

Screenshot of a calendar application with "Open Calendar" menu and "From Room List" option highlighted.
To view a room calendar in Outlook and check availability, select “Open Calendar” from the Menu bar at the top of the window and then select “From Room List.”

2.

Screenshot of a calendar application with "Room" and "OK" highlighted.
In the search field, type “@ CGRC” to see the list of rooms. Be sure to include the “space” between “@” and “CGRC” or the search will not return the desired results. Select the room calendar that you wish to view and then click “Rooms” at the bottom of the window and then click “OK.”

3.

Screenshot of a calendar application with "CGRC-101" highlighted.
The calendar should now be present in your list of calendars on the left side of your calendar window. Be sure that the calendar is checked and you should now be able to view the calendar and check availability.

4.

Screenshot of a calendar application with "New meeting with all" highlighted.
To request a room reservation, select “New Meeting” from the Menu bar at the top of the window and then select “New Meeting with All” in the dropdown menu.

5.

Screenshot of a calendar application with subject, date and time highlighted.
Type the name of your event in the “Subject” field and set the “Date” and “Time” of your event in the appropriate fields as shown below.

6.

Screenshot of a calendar application with all information in request fields highlighted.
Confirm that all of your information is correct and then click “Send” to send your reservation request to the approvers.

7.

You will receive an email letting you know that your request was received and is pending approval.

When your reservation request is approved, you will receive another email letting you know that it has been approved.

If you have any questions regarding room reservations, you may contact 352-273-8010 or Admin@cancer.ufl.edu.

CGRC Room Calendars Using Outlook 2011 For Macs

Outlook 2011 for Macs communicates with the Exchange Servers differently than Outlook 2010 or 2013 on a Windows-based computer. Because of the differences in how the applications were developed and designed, the process for accessing a room calendar and submitting a room reservation request is also a little different. These instructions explain how to access and submit a room reservation request using Outlook 2011 for Mac.

1.

Screenshot of a calendar application with "Open calendar" highlighted.
In Outlook 2011 for Mac while viewing your calendar, click “Open Calendar.”

2.

Screenshot of a calendar application with "@CGRC" highlighted.
In the “User” field, type “@ CGRC” (make sure to include the space between @ and CGRC), then click the icon to the right of the field as shown below.

3.

Screenshot of a calendar application with room finder the @CGRC highlighted.
Click “Find” to search for the rooms, select the room that you wish to reserve, then click “OK.”

4.

Screenshot of a calendar application with selected room and calendar highlighted.
The selected room should now be shown in the “User” field. Make sure “Calendar” is selected in the “Type” field and then click “OK.”

5.

Screenshot of a calendar application with "@CGRC-101" highlighted.
You should now see the selected calendar showing in your list of shared calendars. To check availability, uncheck your personal calendar so that only the room calendar is checked and you will be able to see the existing reservations and availability.

6.

Screenshot of a calendar application with meeting and appointment highlighted.
Screenshot of a calendar application with meeting and shared calendars highlighted.
Note that if you have the room calendar highlighted, the “Meeting” and “Appointment” buttons are grayed out and not available but if you highlight your calendar those buttons are now available. To submit a room reservation request, click “Meeting”. Do not use the appointment button.

7.

Screenshot of a calendar application with the location field highlighted.
Click the “Address Book” icon to the right of the “Location” field as shown below.

8.

Screenshot of a calendar application with room reserve and "Add to Meeting" highlighted.
Select the room you wish to reserve and then click “Add to Meeting” at the bottom of the window.

9.

Screenshot of a calendar application showing a tentative request approval.
Screenshot of a calendar application highlighting a tentative request approval.
You will receive an email letting you know that your room reservation request was received and is pending approval. If you check the room calendar you will now see your room reservation as “Tentative” until the reservation is approved.

10.

Screenshot of a calendar application highlighting an accepted room reservation approval.
Screenshot of a calendar application highlighting an accepted room reservation approval.
Once your room reservation request is approved you will receive an email letting you know that your reservation has been “Accepted”. You can now check the room calendar and see that your reservation is showing as “Accepted.”

CGRC room calendars using the online Outlook web app

Using the Outlook Web App online to access the CGRC room calendars is somewhat different that using Outlook 2010 on a Windows PC or Outlook 2011 for Mac on a Macintosh computer. The good news is the Outlook Web App interface is basically the same whether you are accessing it from a Windows PC or a Mac. These instructions explain how to access the CGRC room calendars and submit a room reservation request using the Outlook Web App.

1.

Screenshot of a calendar application highlighting the calendar tab.
Login to the Outlook Web App. Click the “Calendars” tab at the top of the window.

2.

Screenshot of a calendar application highlighting "Open calendar."
Screenshot of a calendar application highlighting "Open calendar" and "search contacts and directory."
On the left side, right click on your existing calendar and select “Open Calendar”. In the “From directory” field, type “@CGRC (make sure to include the space between “@” and “CGRC”). Click “Search contacts and directory” as shown below.

3.

Screenshot of a calendar application highlighting how to select a room.
Screenshot of a calendar application highlighting how to select a room from the directory and open it.
Select the desired calendar from the list. The calendar should now be listed under “From directory”. Click “Open”.

4.

Screenshot of a calendar application highlighting how to select a room from the directory and open it.
Screenshot of a calendar application highlighting "New event."
The selected calendar should now be showing on the left side of the calendar window. Uncheck all calendars listed except for the room calendar you selected and you can now view the existing reservations and availability. To submit a room reservation request, click “New event” at that top left corner of the window.

5.

Screenshot of a calendar application highlighting the plus sign to add attendees.
Click the “+” on the right side of the window as shown below.

6.

Screenshot of a calendar application highlighting selecting a room.
Screenshot of a calendar application highlighting how to select OK.
Type “@ CGRC” in the search field and then click the “Search” button at the right of the search field. This will bring up the list of room calendars. Select the desired room and click the “+” to add it to the list of “Required Attendees” and then click “OK.”

7.

Screenshot of a calendar application highlighting fields to select, including event date, time and duration.
Type the name of your event in the “Event” field. Type the desired room in the “Location” field. Make sure your event date, time and duration are accurate and then click “Send” to send your room reservation request.

8.

Screenshot of a calendar application highlighting a tentative room request acceptance.
You will receive an email letting you know that your room reservation request was received and is pending approval.
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