Topics Map > Calendar
How to Reserve a Russell Labs Conference Room Using Microsoft Outlook 365 or Microsoft Outlook Desktop
Audience
Entomology, Plant Pathology, and Forest & Wildlife faculty, students, and staff; Hub staff
Overview
Outlook comes in in two varieties:
- Microsoft Outlook 365, which you access over the web
- Microsoft Outlook desktop, which is installed directly on your computer
In both versions of Microsoft 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 Microsoft Outlook 365 or Microsoft Outlook desktop list of calendars.
Microsoft Outlook 365 (Web version) Instructions
Watch a Video Demo on the Basics:
Written Instructions
Step 1: Navigate to the Calendar in Microsoft 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.
Microsoft 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:
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:
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 210 Conference Room | russell210@russell.wisc.edu |
| Russell 216 Conference Room | russell216@russell.wisc.edu |
| Russell 243 Entomology Conference Room | russell243entoconferenceroom@russell.wisc.edu |
| Russell 584a Conference | russell584a@russell.wisc.edu |
| Russell 594 Conference | russell594@russell.wisc.edu |
| Russell Labs Lactation Room | russell284-lactation@russell.wisc.edu |
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.
- This KB doc shows how to enter biweekly recurring meetings - https://kb.wisc.edu/rlit/116897
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.
Microsoft Outlook Desktop (Installed on your computer) Instructions
- Open Microsoft Outlook on your computer.
- Click the calendar icon in the lower left of the screen:
- Click New Meeting:
- The New Meeting screen appears.
To Set the Meeting to Private:
Click Private on the Meeting or Appointment tab (top of the screen). 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.
- Click in the Required box.
- 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 210 Conference Room | russell210@russell.wisc.edu |
| Russell 216 Conference Room | russell216@russell.wisc.edu |
| Russell 243 Entomology Conference Room | russell243entoconferenceroom@russell.wisc.edu |
| Russell 584a Conference | russell584a@russell.wisc.edu |
| Russell 594 Conference | russell594@russell.wisc.edu |
| Russell Labs Lactation Room | russell284-lactation@russell.wisc.edu |
- Add any additional attendees.
- Complete the rest of the form.
- Click Send.
...
Thank you Eric Dieckman for the screen grabs in the Outlook instructions.
Questions
- For questions on how to use Microsoft Outlook or Microsoft Outlook 365 to reserve conference rooms, please email help@russell.wisc.edu.
- For questions about the conference rooms and reservation rules/procedures, please contact the Hub Administrative Assistant.