How do I schedule a resource using its M365 calendar?
These steps outline how you can schedule a video conference Zoom Room or physical conference room
Microsoft recommends only using the Outlook Web Client or native operating system clients (such as Outlook for Mac or Windows) for scheduling the Resource Calendars. Other email and calendar clients may only be partially or not at all functional.
The resource calender availability schedule links and full addresses for resource invitations are available here, the Resource Account full address should be used when booking Resource Calendars if you do not have a @wisc.edu email account.
The steps below outline how you can schedule a resource calendar event for booking a virtual Zoom conference room, physical conference room, Instrument, or the Overnight Room.
Outlook On The Web (also known as the Oulook Web Application client)
- Log into your campus Office 365 account via your campus's Outlook Web client link. The UW Madison Office 365 OWA link is https://email.wisc.edu
- Go to your Calendar by clicking on the Second icon from the navigation bar on the left.
- Click the "New event" button. If you are intersted in obtaining more information from Microsoft's documentation please review these instructions.
- If you do not have a UW Madison email address you can use this "Resource calendar availability" link to see the resource calendar schedule availability and full address for event invitations.
- Click on the Invite Attendees field and then enter the full address of the Resource Calendar that you want to invite.
- If you have a @wisc.edu email address you can click on the Invitee field and do partial searches for the Resource Calendar Name. For example, if you want to invite the GLBRC-BP-VMR room you can start typing GLBRC-BP and then use your mouse to select it from the popup list below the Invite Attendees field.
- Enter the desired information within the rest of the event details and click Send button to initiate the event request.
- You will receive a confirmation email shortly after from the Resource Calendar letting you know if the event was accepted or declined.
Outlook client for Windows
- Start Outlook
- Go to your Calendar
- Click on New Meeting to create a new event.
- For additional Microsoft Outlook calendar documentation please review these instructions.
- If you do not have a UW Madison email address you can use the "Resource calendar availability" link listed above to see the resource calendar availability and the Resource account full address for event invitations (i.e. if you want to book WEI-1130-CONF you'll use the address of wei-1120-conf@wei.wisc.edu in the To: field)
- Click on the To... button to bring up the "Select Attendees and Resources: Global Address List"
- Enter the resource name of the room you want to invite into the Search field.
- Note: The search feature only searches from the beginning of the resource name. If you enter a word/term which is not from the start of the name, the resource will not be returned.
- Double-click on the resource from within the returned list. It will be added to the Required field. Repeat this process for any other user/resource you want to invite
- After you've entered/selected all of the invitees Click the OK button. You will be returned to the event edit screen.
- Enter the desired information within the rest of the event details and click Send button to initiate the event request.
- Note: You may want to use the Scheduling Assistant top menu selection to verify if all the attendees, including the resource(s) you included are free during the time you are planning this event for before sending out the invitation. This only works if you have a @wisc.edu account, unfortunately it does not work across campus/regional locations.
- You will receive a confirmation email shortly after from the Resource Calendar letting you know if the event was accepted or declined.
Outlook client for Mac
- Start Outlook.
- Click on the Calendar icon in Outlook.
- Click on New Event.
- For additional Outlook MacOS client specific directions from Microsoft please review this link.
- Select a name for the new event and then click on Add Required People field as listed with the arrows below.
- Use the full resource calendar address (link here) or if you have a @wisc.edu address you can start typing the first part of the name and it should appear in the dropdown box below the Add Required People field
- Note: The search feature only searches from the beginning of the resource name. If you enter a word/term which is not from the start of the name, the resource will not be returned.
- Repeat adding people/resources until all users and resources have been added to the event.
- Enter the desired information within the rest of the event details and click Send button to initiate the event request.
- You will receive a confirmation email shortly after from the Resource Calendar letting you know if the event was accepted or declined.
Please contact us at helpdesk@energy.wisc.edu if you have any other questions regarding the functionality of other email clients or calendar applications.