Reserving a room in Weeks Hall

(If you are not a member of the Department of Geoscience, please contact Michelle Szabo mszabo@wisc.edu for assistance. Weeks Hall rooms are only available with department permission.)

You can make room reservations self-serve without read/write permissions. It’s pretty easy, if you know a little bit about what you need to look for. You can email Michelle or Jane for help, but please try to reserve the room yourself first.

The rooms are set to NOT allow double booking. If you try to reserve a room for a recurring event, and there is any type of conflict, it shouldn’t work. It might be best to see Michelle or Jane to make a recurring reservations (like for a class or on-going group meeting), though people have successfully done it themselves.

Making room reservations in Weeks –

Open Outlook on the web (the OWA (Office 365 web app)) in a browser. I tested this in Firefox and Safari. It’s slightly different in Safari than Firefox.

Safari:

Open the calendar. Click New to start a new event/appointment.

Give your event a title and add your whole name in parentheses, for example, Fundraising Meeting (Michelle Szabo). That allows us to know whose reservation it is.

Skip the location, or enter something in text, like Conference Room. If you click the Add room button, the options list only goes through “c”. You won’t find our rooms.

Pick you preferred date and start and end time.

Choose whether or not to have the calendar send you a reminder.

Add a note, if you choose.

In the “Add people” box type Geosci and hit Search Directory.

The rooms in the building will appear. They are all Geosci Room xxx. Make your choice.

Then click the scheduling assistant to see if the room is available. If it is, great. If not, pick another date to check availability.

Click OK.

Double check everything is how you want it. Invite other people as needed.

Click Send.

Firefox:

Open the calendar. Click New to start a new event/appointment.

Give your event a title and add your whole name in parentheses, for example, Fundraising Meeting (Michelle Szabo). That allows us to know whose reservation it is.

Skip the location, or enter something in text, like Conference Room. If you click the Add room button, the options list only goes through “c”. You won’t find our rooms.

Pick you preferred date and start and end time.

Choose whether or not to have the calendar send you a reminder.

Add a note, if you choose.

In the “Attendees” box type Geosci and hit Search Directory.

The rooms in the building will appear. They are all Geosci Room xxx. Make your choice.

Then click scheduling assistant to see if the room is available. If it is, great. If not, pick another date to check availability.

Click OK.

Double check everything is how you want it. Invite other people as needed.

Click Send.

Something similar may or may not work if you use the Outlook desktop client. The important thing to remember is that our rooms get scheduled like people and that our rooms are called Geosci, not Weeks.

Please contact Michelle Szabo or Jane Fox-Anderson if you try this and it doesn’t work. Sending an email to the resource does not work.