How To Book A Meeting Room
There are 2 main ways to book one of our meeting rooms, Outlook, and Teams:
Checking Availability:
We recommend checking meeting room availability before you start trying to book a room so that you know what time slots are available. While you can do this during the booking process, there is a much easier way.
You can add the meeting rooms as shared calendars to your Outlook, this will allow you to see if the room is busy for any date in the future.
This will look like the following:
For instructions on how to do this, visit this Adding A Company Shared Calendar article.
Outlook:
To book a meeting room with Outlook:
Go to Calendar.
Click 'New Event'.
Enter the Event details (Name, Participants, Date & Time, If you want the meeting to repeat).
Then click the 'Add a Location' box, hopefully, the room you are looking for shows in a drop-down list, if not browse with room finder.
In my example above, I can see Meeting Room 2 and Pod 2 available, sometimes the room you want won't appear there. If this is the case click on 'Browse with Room Finder' just underneath those options.
Room finder:
The Room finder will appear on the right of your event details, and will look like the below:
Make sure you pick the right building where you are trying to book a room, you will be able to see the list by clicking on the down arrow under 'Building'
Once you select the correct building, you will see a list of rooms for that office and their availability. Select the one you would like to book and make sure it is shown next to the location on your event:
If it is, you can go ahead and click 'send' at the bottom of your event, to send out the invitation to everyone included, and to book the room.
If you have booked a room while it was showing as unavailable, you will get a bounce back from the meeting room saying it has declined your meeting, this will mean someone else will be in the room you want, and you will need to set a new time, or place.
Teams:
To book a meeting room with Teams:
Go to Calendar.
Click 'New meeting'.
Enter the Event details (Name, Participants, Date & Time, If you want the meeting to repeat)
Click add location box, hopefully, the room you are looking for shows in a drop-down list, if not you may need to browse for it.
You should see a list of buildings as shown below, after you've selected the correct building it should display the list of rooms and their availability, as seen above.
Select the location you want and you should see it populate the 'Add location' box.
If it is, you can go ahead and click 'send' in the top right of your event, to send out the invitation to everyone included, and to book the room.
If you have any problems or additional questions, please contact IT support. You can do this by emailing support@zincmedia.com or through our support portal: https://techsupport.zincmedia.com