Book a room on Office365

Special Purpose Rooms

The following rooms are Special Purpose and require approval from the school:

  • Kens K17 Lv1 113 (Seminar Room)
  • Kens K17 Lv1 103 (HoS Committee Room)
  • Kens K17 Lv3 302 (Video Conferencing Room)

Make a booking

Go to Office 365 web app

  • URL: https://outlook.office365.com
  • Username: zID@ad.unsw.edu.au
  • Password: zPass

Go to Calendar app on Office 365

Click on App icon at the top left-hand side of the page, then click Calendar.

Calendar_App

Create a new event

Click “New” button to go to editing page

Use “Scheduling Assistant” to check room availability.

Click “Scheduling Assistant” button to view available meeting rooms, and if desired, the availability of meeting attendes

Note: “Scheduling Assistant” can only display schedules of UNSW email accounts. Schedules of your attendees managed by other calendar services will not be shown, i.e Gmail, iCloud.

Scheduling_Assistant

Set Date&Time of your event

(optional) Add Attendees

If your attendees have an UNSW email account, it is recommended to add them first before selecting a room; should you wish to check their availabilities and track their responses.

Select a Room

Add_Attendees

Click “Add Room” button to view your options.

By default, only “Free” rooms will be shown.


If a room says Unavailable (Busy) for your chosen time, you must NOT book it.

Either choose a Free room or propose a new time.

Room_Unavailable

NOTE: Do NOT select a meeting room if it is unavailable (busy) for your chosen time.


Use “Choose new room list” option to see free rooms from other available lists.


CSE has two (2) available meeting room lists:

  • Kens K17 Rooms – shared with Engineering Faculty
  • Kens K17 CSE Rooms – for CSE HDR students and Staff members

Confirm the Event Details

Click Ok to quit “Scheduling Assistant” then go back to Event editing page.

  • Make sure you have set the correct Date&Time and Chosen a Free meeting room;
  • Make sure the Meeting Room you selected is listed as an attendee of the event;
  • Make sure you add meaningful Title and Description for your event.
Booking_Overview

Click “Send” to create the event and send out your event invitation.

Verify a booking

Once you have sent your booking request to the meeting room (as an attendee), Outlook will create an event in your own Calendar to track response from all attendees.

Locate the event in your Calendar, expand the event to see responses and more details.

Accepted

If your booking request has been approved, the Attendee Status of the meeting room should reads: Accepted

Booking_Accepted

No Response

"No response" means your booking request is being reviewed but a decision has yet to be made. Please be patient and do NOT attempt to book another room or duplicate your booking.

. Booking_Under_Review

Declined

If the status reads: Declined. It means your booking request has been rejected.

You should refine the Event Title and Note fields by providing meaning information then resubmit the request again to the same meeting room or to request a different room.

Last edited by pmr 03/07/2017

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book, booking, room, myCSE, Office365