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Reserve a meeting room using the calendar

This page applies to employees who will reserve a meeting room for a meeting. When you call for a meeting you can book a meeting room at the same time by "calling" the meeting room to your meeting.

Norsk versjon - Bestille møterom via kalenderen

Topic page about IT services | Pages labeled with meeting

Meeting room calendar #

Each room has its own calendar. You "call" meeting rooms and other resources to the meeting the same way you invite colleagues. By opening the meeting room's calendar you can see when it is vacant or busy.

Find meeting rooms in Outlook #

From Outlook, open your calendar and go to the Home tab, view Open Calendar and select From Room List...

An overview of all meeting rooms at NTNU will be shown. The meeting rooms are listed alphabetically and display names are structured according to a fixed structure:

Search and select the desired room, click Rooms -> and then OK to open the room's calendar. (Start your search with the desired area, Gløshaugen, Ålesund, Kalvskinnet etc ...)

Find vacant meeting room using a room list #

To easely get an overview of vacant meeting rooms in NTNU's buildings, room lists have been created for each building, containing all available meeting rooms. The room lists have been named after a fixed structure: "Campus Building (building no)"

Example 1: Gløshaugen Realfagbygget (360)
Example 2: Kalvskinnet Akrinn (105)

Reserve a meeting room from Outlook #

  1. Select Room Finder from the menu in the Meeting Invitation.
  2. Enter the desired date and time for the meeting.
  3. Select room list for the appropriate building.
  4. Select the desired meeting room from the list of vacant rooms. (Meeting rooms which are occupied in the choosen time slot is not shown)
  5. The list at the bottom shows the number of vacant meeting rooms in different time slots during the current date. Select a time slot to see the actual meeting rooms vacant then.

When you're done you send the meeting invitation to the meeting room the same way you invite persons to the meeting. You will immediately receive a response from the meeting room that the meeting invitation is accepted.

Note that some meeting rooms are not bookable for all employees, but reserved for spesific units.

Reserve a meeting room from webmail #

  1. Log in to webmail (https://mail.ntnu.no)
  2. Select Calendar-tab from the top menu
  3. Select New event in the upper left corner
  4. Select Add room to find a vacant meeting room
  5. Select room list for the appropriate building, and you will get a list over vacant meeting rooms in the choosen date and time
  6. Choose the desired meeting room

When you're done you send the meeting invitation to the meeting room the same way you invite persons to the meeting. You will immediately receive a response from the meeting room that the meeting invitation is accepted.

Note that some meeting rooms are not bookable for all employees, but reserved for spesific units.

Reserve meeting rooms at St. Olavs hospital #

Show available meeting rooms in Outlook #

In Outlook, open your calendar and go to the Home fan, press Add Calendar, and choose From Address Book...

In the search field, please enter "stolav", and you will be presented a list containing all meeting rooms. The meeting rooms will be sorted in an alphabetical order, and the names should follow a certain structure.

Please select your room, press Calendar and then press OK to open the calendar of the room.

How to use the Scheduling Assistant in Outlook #

Open the Calendar, and then press New Meeting.

  1. Press the button Scheduling Assistant.
  2. Select the desired room and time for the meeting.
  3. Press the button Add Attendees...
  4. Enter "stolav" in the search field and select your desired meeting room. Press the button Resources when you have selected your meeting room.
  5. Search for relevant attendees and click the button for either Required or Optional to add them. When selected attendees and rooms have been added, press OK.
  6. You will now be presented a list that shows when both attendees and rooms are available, and you may adjust the time so that everyone can attend. As indicated, you may select a new time either by drag and drop or by entering the new hours.
  7. When you have opted for a time, please press Appointment, enter the Subject and the optional message, before pressing Send.

Maps #

The rooms are currently searchable in MazeMap by searching for eg room name or room no. (Last part of the parenthesis content)

Example: Meeting room «Gløshaugen Realfagbygget Del A 3. etasje Ra II (360_A3-136)» where room name «RA II» and room no «A3-136» are seachable. Room no (eg A3-136) should be identical to the number printed on the door to the room.

https://innsida.ntnu.no/kart-og-rom

Contact #

Orakel Support Services can help if you have questions or if you encounter difficulties.

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