User Guide to Room and Resource Booking

1. How to book a resource

Once the resources for a given unit have been setup in Nexus and the access permissions set by the Resource Manager, users with permission to book resources will be able to do so using either:

If you haven't been given access to resource and room booking consult with your local IT Officers to see if it has been setup in your unit.

2. Resource booking using Outlook 2007 client

After logging into Nexus with Outlook 2007, click on the New tab and select [Meeting request] from the drop down menu.

You will now see the Meeting Request dialogue.

Select the users that you want to invite to the meeting in To field. Add subject and click on Rooms button. A new screen will open showing all the available rooms that you can book.

Select the room you wish to book from the list and click on OK. The name of the room will appear in the To field of your meeting request email as an attendee. It will also appear in the Location box too.

When you select Scheduling Assistant tab, you will be able to see the availability of the attendees including the room. Adjust your meeting time/day as required

Once you have selected a suitable day and time, click on the Send button to invite attendees to the meeting.

3. Resource booking using Outlook 2010 client

After logging into Nexus with Outlook 2010, click on the [New Items] tab and select [Meeting] from the drop down menu.

You will now see the [Untitled – Meeting] screen.

Select the users that you want to invite to the meeting in To field. Add subject and click on Rooms button. A new screen will open showing all the available rooms. Select the room you want to book from the list and click OK

The name of the room will appear in the [To] field of your meeting request email as an attendee. It will also appear in the [Location] box too.

When you select the [Scheduling Assistant] tab, you will be able to see the availability of the attendees including the room. Adjust your meeting day/time as required

Once you have selected a suitable day and time, click on the Send button to invite attendees to the meeting.

4. Resource booking using Outlook 2011 client

The following information will lead you through the process of booking a room in Nexus using Microsoft Outlook 2011.

After logging into Nexus with Outlook 2011, click on the [New] tab and select [Meeting]

Menu showing Meeting option highlighted
Figure 1. Menu showing Meeting option highlighted

You will now see the following page.

The page that opens when the Meeting option is selected
Figure 2. The page that opens when the Meeting option is selected

Click on the Address Book button next to To field to search for contacts. Select [Default Global Address list (LDAP)] from the second drop down menu.

A drop down menu displaying the different contact list options
Figure 3. A drop down menu displaying the different contact list options

Type in the name of the user you want to invite to the meeting as shown below. When the contact details appear, click on Required / Optional as required.

The result of typing a name into the contact search
Figure 4. The result of typing a name into the contact search

Next select the room. Change the [Default Global Address List (LDAP)] from the second drop down menu to [All Rooms (LDAP)]. Type the name of the room in the search area. When the room is displayed, click on the Resource button.

The result after searching for a room in the All Rooms (LDAP) list
Figure 5. The result after searching for a room in the All Rooms (LDAP) list

Close Contact Search window.

Note: The room details appear in To and Location fields.

How the meeting invitation should look so far
Figure 6. How the meeting invitation should look so far

Fill the Subject field and set the Date and the Time of the meeting. Next click Scheduling button to check the availability of the attendees and the room.

What a completed meeting invitation should look like
Figure 7. What a completed meeting invitation should look like

If you are happy with the meeting invitation, click Send to submit.

5. Resource booking using OWA premium (IE browser)

Login to OWA and under the New tab select Meeting Request from the drop down list.

The Meeting Request dialogue now opens.

Add the names of people who are invited to the meeting to the Required box. Next click Resource button to open the Address Book. By default this will open the Global Address Book.

You need to change the view to that of Rooms by selecting [Rooms] from the drop down box.

Once the Rooms view is loaded, all rooms that are available to you to book are shown as a list.

Select a room you wish to use from the list. This room's details are shown including its availability on the date chosen.

If you are happy with your selected room, click the Required button and then OK. You will return to your Meeting Request email. The name of the room will have been added to the Required field alongside any email addresses you have already added.

Select the Scheduling Assistant tab to check the availability of the attendees and the room.

Finally, click the Send button to complete the process.

6. Resource Booking Using OWA Light

  1. Login to OWA Light and select [Calendar]. Click on New Meeting Request
    Location of New Meeting                        Request option
    Figure 8. Location of New Meeting Request option
  2. The meeting request window now opens
    Meeting Request page
    Figure 9. Meeting Request page
  3. Click on Required to open the Address Book and add the people who are invited for the meeting. After adding the attendees click OK.
    Address book
    Figure 10. Address book
  4. Next click on Resources, this opens a new window. Select [All Rooms] from the second drop down menu.
    Dropdown menu showing All Rooms selected
    Figure 11. Dropdown menu showing All Rooms selected
  5. Select the room you want to book and click OK
    Select the room from the side list
    Figure 12. Select the room from the side list
  6. You will return to the Meeting Request Page with Required, Resources and Location fields populated. Next change the Date and Time of the meeting.
    Select date and time of meeting
    Figure 13. Select date and time of meeting
  7. Select [Scheduling Assistant] to check the availability of the attendees and the room.
    Scheduling assistant
    Figure 14. Scheduling assistant
  8. Finally, click Send button to complete the process.

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Written by IT Services. Latest revision 5 September 2014