How to Reserve a Russell Labs Conference Room Using Outlook 365 or Outlook Desktop

This document describes how to reserve a Russell Labs conference room using Outlook 365, and lists the calendar names and email addresses for the Russell Labs conference rooms.

Audience

Entomology, Plant Pathology, and Forest & Wildlife faculty, students, and staff; Hub staff

Overview

Outlook comes in in two varieties: 

In both versions of Outlook, you can "invite" the conference room calendar when you book a meeting, as though the calendar were a person.

Tip: See this KB doc to learn how to add Russell Labs conference room calendars to your Outlook 365 or Outlook desktop list of calendars.

Outlook 365 (Web version) Instructions


Watch a Video Demo on the Basics:


Written Instructions

Step 1:  Navigate to the Calendar in Outlook 365


Open a web browser and go to www.wisc.edu.

Click MyUW (top red menu).  A popup menu appears. 

Click Email/Calendar from the popup menu.

You may be prompted to login.

Outlook 365 appears.

Open the calendar view (calendar icon at the left of the screen).

Step 2: Launch and Complete the New Event Form


Click New Event (in the upper left corner of the screen).  The New Event screen opens.

Set the meeting privacy - locate the Busy setting on the top of the screen:

Busy Setting at Top of Screen

To make the meeting private, click Busy and choose Private from the popup menu.

Note: the bold red text below refers to the fields on the New Event screen.

Add a Title 

  • Please choose your Title carefully.  Whatever you enter in the Title field appears directly on the calendar and is visible to people inside and outside of Russell Labs, including the general public. 
  • Exception: if you set the meeting to private, then only the word "Private" will appear on the calendar.

Additional Details and Examples of Meeting Titles

Descriptive titles help others understand who you are and what your event is about.  Most people can’t see who booked the meeting to contact you with questions, and people outside Russell Labs may not know you by first name or understand organization acronyms.   

Meeting Title Examples

Information Type Examples
Meeting type class, exam, make-up exam, quals prep, MS or PhD defense, dept meeting, faculty meeting, exec committee meeting, search and screen committee meeting, interview, lab group meeting, student group meeting
Group/organization name Plant Pathology 315, Badger Lab Group Meeting, Entomology Faculty meeting
Context for personal names or organization acronyms Bill Smith and Ted Jones...vs... Bill and Ted, Bill S. and Ted J. 
EGSA student group meeting...vs...EGSA

Special Case: Interviews

Some candidates ask that their application be kept confidential.

Instead of using the candidate’s name in the title, consider entering the position title (or PVL number) and candidate number. Example: Vector Biology/Ecology Interview Candidate #1.

Invite Attendees - click in the Invite Attendees box.  Type russell followed directly by the room number (no spaces), and Outlook 365 will fill in the rest of the info for you.

Example:  type russell243, and this popup will appear:

Russell 243 Popup

You can also copy and paste the conference room names from the table below.

Conference Room Names

Note: You can use conference room names or emails.

Calendar Name Calendar Email Address
Russell A120 Computer Lab russella120@russell.wisc.edu
Russell A121 Classroom and Conference Room russella121@russell.wisc.edu
Russell A228 Classroom Lab russella228@russell.wisc.edu
Russell A232 Conference Room russella232@russell.wisc.edu
Russell 216 Conference Room russell216@russell.wisc.edu
Russell 243 Entomology Conference Room russell243entoconferenceroom@russell.wisc.edu
Russell 594 Conference russell594@russell.wisc.edu
Russell Labs Lactation Room russell284-lactation@russell.wisc.edu
Invite any additional attendees by typing their name.

Set the dates and times:

  • Click on the dates and and choose from the popup calendars.
  • Click the down-pointing arrow after the time and choose a time from the popup menu.
  • Repeat - click the down-pointing arrow after Repeat: Never and choose a repeat frequency.  
Search for a room or location  - skip.
Teams meeting  - drag the circle right to make the meeting a Teams videoconference.

Remind me  - set as desired.

Add a description or attached documents  - completed as desired.

Click Save.

You will receive an Accepted, Tentative, or Declined email back once the meeting has been processed.

Outlook Desktop (Installed on your computer) Instructions

1. Open Outlook on your computer.

2. Click the calendar icon in the lower left of the screen:

Calendar Icon - Outlook

3. Click New Meeting:

New Meeting Icon - Outlook

The New Meeting screen appears.

To Set the Meeting to Private:

Click Private on the Meeting or Appointment tab (top of the screen).

4. Add a Title.


Important Note on Titles

Please choose your Title carefully.  Whatever you enter in the Title field appears directly on the calendar and is visible to people inside and outside of Russell Labs, including the general public. 

Exception: if you set the meeting to private, then only the word "Private" will appear on the calendar.

Descriptive titles help others understand who you are and what your event is about.  Most people can’t see who booked the meeting to contact you with questions, and people outside Russell Labs may not know you by first name or understand organization acronyms.   

Information Type Examples
Meeting type class, exam, make-up exam, quals prep, MS or PhD defense, dept meeting, faculty meeting, exec committee meeting, search and screen committee meeting, interview, lab group meeting, student group meeting
Group/organization name Plant Pathology 315, Badger Lab Group Meeting, Entomology Faculty meeting
Context for personal names or organization acronyms Bill Smith and Ted Jones...vs... Bill and Ted, Bill S. and Ted J. 
EGSA student group meeting...vs...EGSA

Special Case: Interviews

Some candidates ask that their application be kept confidential.

Instead of using the candidate’s name in the title, consider entering the position title (or PVL number) and candidate number. Example: Vector Biology/Ecology Interview Candidate #1.


5. Click in the Required box. 

6.  In the Required field, type or paste either the name of the conference room calendar or the email of the conference room calendar:

Calendar Name Calendar Email Address
Russell A120 Computer Lab russella120@russell.wisc.edu
Russell A121 Classroom and Conference Room russella121@russell.wisc.edu
Russell A228 Classroom Lab russella228@russell.wisc.edu
Russell A232 Conference Room russella232@russell.wisc.edu
Russell 216 Conference Room russell216@russell.wisc.edu
Russell 243 Entomology Conference Room russell243entoconferenceroom@russell.wisc.edu
Russell 594 Conference russell594@russell.wisc.edu
Russell Labs Lactation Room russell284-lactation@russell.wisc.edu

Add New Meeting Screen - Outlook

7. Add any additional attendees.

8. Complete the rest of the form.

9. Click Send.

...

Thank you Eric Dieckman for the screen grabs in the Outlook instructions. 

Questions