How to Book Rooms & Equipment in FASmail

What are FASmail Resources?

FASmail Resources is a database of faculties, rooms, and equipment accessible to all FASmail users for use. This centralized database ensures that resources won’t accidentally be double-booked and that all users can see when certain resources will be available. There are two main types of resource groups in FASmail: room resources and equipment resources.

Room Resources

Room resources are typically common-space, designated meeting rooms within a department. They can be used for presentations, meetings, as well as classroom activities.

Equipment Resources

Equipment resources are typically laptops, projectors, microphones, and so on that can be used during meetings, lectures, and presentations. They can also be borrowed for any work-related projects.

How can FASmail Resources be used?

  • To book rooms*
  • To book equipment*
  • To schedule meetings – An easy way to book room and equipment resources in one setting and send out meeting invitations to designated FASmail users.  The invited users have the options to accept, tentatively accept, or decline the invitation, after which you will be notified. FASmail automatically sends out reminders as the meeting day nears.

* If a room you would like to book is not listed under “Resources” on the FASmail calendar, contact Arts ISIT to request for the room to be added or submit a request to UBC IT yourself.

 

See below for detailed guides on how to book resources with FASmail.

 

Windows

Scheduling Assistant

The Scheduling Assistant in Outlook 2016 will help you schedule meetings with other users.  Below is the Scheduling Assistant’s basic layout. Here, you can edit meeting attendees, times, and locations. To access this view, first click “New Items,” then select “Meeting.”

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1. Add Attendees and Resources

Click “To…” to access the Global Address List. From there, you can add meeting invitees and room resources if you have the necessary permissions for the room and know the proper name. If the room is not public, adding the resource to your meeting sends a notice to the administrator, who may approve or reject the request.

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2. Fill Out Meeting Information

Fill in the necessary meeting information, such as name, meeting details, time, and duration. You can also verify the attendees and meeting location in this view.

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3. Verify Availability

Click “Scheduling Assistant” to work out any scheduling conflicts between meeting invitees and room bookings. A key at the bottom of the window illustrates the possible statuses of each attendee and resource.

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4. Send Meeting Request

Once all the attendees and rooms have been added, click “Send.” You will receive a notification when invitees accept or reject your request.

Scheduling Assistant

The Scheduling Assistant in Outlook 2013 will help you schedule meetings with other users.  Below is the Scheduling Assistant’s basic layout. Here, you can edit meeting attendees, times, and locations. To access this view, first click “New Meeting,” then go to the “Scheduling Assistant” under the “Meeting” tab.

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1. Check Availabilities

You can check the availabilities of users by looking at the central panel.  As you can see, the third person is busy between 12pm and 3pm on April 23rd, 2015. The first two users have diagonal grey lines across their rows, denoting their availability.

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2. Add Attendees and Times

You can add attendees and locations (i.e. book a meeting room) using the buttons at the bottom. The start and end times can be set in the same section.

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3. Add Rooms

In order to assign a room to your meeting, click on “Add Rooms…” to bring up the Global Address List.

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4. Search Rooms

In the search field, type “ARTS” to show the list of resources that are available for Faculty of Arts. Rooms that appear in the Global Address List may be publicly available to all faculty, or they may be managed by a departmental administrator. If the room is not public, adding the resource to your meeting sends a notice to the administrator, who may approve or reject the request.

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5. Book Room

Double click on the room, and then click “OK.”

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6. Scheduling Conflicts

The Scheduling Assistant will show if any of the resources have been booked by another user during the time of your meeting.

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7. Send Meeting Request

Once all the attendees and rooms have been added, click “Send.”

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To book or manage a resource in Outlook 2010, refer to UBC IT’s how-to guide here.

Mac Calendar

1. Open Calendar

Open Calendar from your Application folder or Dock.

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2. Create an Event

Right click on the date of the meeting, and then click on “New Event”.

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3. Edit Event Info

Create the new event by setting the duration of the meeting (Starts and Ends).

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4. Add Attendees

Click on the “Add Invitees” field.

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5. Open the Global Address List

Then click on “Window” located in the top menu bar, then “Address Panel” to bring up the Global Address List.

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6. Add Resources

Type “ARTS” into the search field to retrieve the list of resources for the Faculty of Arts. Drag the resources to the “Add Invitees” field to add them to your meeting.

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7. Check Availability

Once all the required resources have been added, click “Check Availability” to see if all resources and attendees are available for use during your meeting.

 

8. Send Meeting Request

Click “Send” when finished to send invites to all attendees and confirm the room booking.

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Microsoft Outlook

Note that if you do not have the necessary permissions to book a private resource, you will not be able to make bookings with Outlook. If this is the case, please contact the owner of the room or resource in order to obtain the appropriate permissions.

1. Open Outlook

Open Microsoft Outlook from your Application folder or Dock.

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2. Create a New Meeting Request

In the top menu bar, select “New Items” and then click “Meeting.”

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3. Scheduling

Click “Scheduling” in the menu bar in order to access room and resource booking details.

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4. Add Room/Resource to the Meeting

  1. Click the (+) symbol under “All Attendees” in order to pull up the “Search People” window.
  2. Change field (2) into “Meeting Rooms” to only retrieve room resources.
  3. Type in the room code or associated email in field (3).
  4. Click “Add to Meeting” in order to check the availability of the room.

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5. Checking Room Availability

Check the key below to verify the availability of the room. If the block is blue, it means that it is not bookable at that time. All empty cells indicate free timeslots.

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6. Complete Meeting Request Information

Fill out the rest of the meeting request information, such as subject, other attendees, meeting notes, and so on. Click “Send” in the top menu to complete the booking. A confirmation email will be sent to your Inbox if the resource has been successfully booked.

To book or manage a resource in Outlook 2011, refer to UBC IT’s how-to guide here.