• On-campus Science Computing offices are *open* with limited core hours of 9 a.m. to 4 p.m.
    • Please contact a Science Computing representative for an appointment.
      • Due to reduced staffing, walk-ins may be disappointed.
      • Virtual support is still available at the above contacts or via Teams.
  • In-person access to the student computing labs (Nexus labs) is not currently available.

Room/Equipment Booking in Outlook

How to book a room | How to book equipment


How to book a room


Outlook (Web App):

  • Open Outlook.com in your web browser.
  • Sign in with userid@uwaterloo.ca and your WatIAM password. Complete the 2FA as necessary.
  • Click the "Calendar" icon along the left side of the screen.
  • Double click the day you wish to book the room.
  • Click the "Scheduling Assistant" tab at the top of the window.
    • Note: This will open a view where each column is a time during the selected day and each row represents a room. If a room is unavailable during a specific time it will be blocked out in the corresponding box. 
  • Click the "+Add a room" button under the "Rooms" section along the left side menu to book a room.
  • Click "Browse with Room Finder" and select the desired campus, building, and conference room from the menus on the right.
    • Room naming convention:
      • room names usually start with the faculty short form (e.g. "SCI")
      • sometimes there is also a department short form (e.g. "BIO")
      • the above is followed by the building and room number (e.g. "B2-354")
  • Select the desired time from the "Scheduling Assistant" calendar using the green box.
    • blank cells indicate where the room and others are available
    • to adjust the length of time click and drag the white dots
  • Click "Done" in the top left corner.
  • After reviewing the meeting details click "Send" in the top left corner.

Outlook (Windows Desktop Client):

  • Open Outlook.
  • In the bottom left corner click the "Calendar" icon. 
  • Double click the day you wish to book the room.
  • Click the "Scheduling Assistant" tab at the top of the window.
    • Note: This will open a view where each column is a time during the selected day and each row represents a room. If the room is unavailable during a specific time it will be blocked out in the corresponding box.
  • Click the "Add Rooms" button from the toolbar at the top.
    • Double click the desired room from the list presented. 
      • Room naming convention:
        • room names usually start with the faculty short form (e.g. "SCI")
        • sometimes there is also a department short form (e.g. "BIO")
        • the above is followed by the building and room number (e.g. "B2-354")
    • Click "OK" to add the room.
  • Select the desired time from the "Scheduling Assistant" calendar using the blue box.
    • blank cells indicate where the room and others are available
    • to adjust the length of time click and drag the border of the blue box
  • After reviewing the meeting details in the "Invited Event" tab click the "Send" button in the upper left corner.

Outlook (Mac Desktop Client):

  • Open Microsoft Outlook.
  • In the bottom left corner click the "Calendar" icon. 
  • In the top left corner under the "Home" tab click the "Meeting" button.
  • Click the "Scheduling" button in the top toolbar.
    • Note: This will open a view where each column represents a time and each row represents a room. If the room is unavailable during a specific time it will be blocked out in the corresponding box.
  • Click the "Room Finder" button in the top toolbar.
    • On the right side menu using the "Choose a room list" dropdown menu select the desired building.
    • From the "Choose an available room" menu select the desired room. 
  • Select the desired time from the "Scheduling" calendar using the blue box.
    • blank cells indicate where the room and others are available
    • to adjust the length of time click and drag the border of the blue box
    • After reviewing the meeting details in the "Appointment" tab click the "Send" button in the upper left corner.

    How to book equipment


    Outlook (Windows Desktop Client):

    • Open Outlook.
    • In the bottom left corner click the "Calendar" icon. 
    • In the top left corner select "New Appointment."
    • In the "Title" field enter your name, and any other relevant information (i.e PI's name).
    • Select the "Scheduling Assistant" tab from the top then click "Add Attendees."
    • In the "Address Book" dropdown menu at the top select the desired category (i.e "Bookable Equipment").
    • From the list presented double click the desired equipment then click "OK."  
    • Select the desired time from the "Scheduling Assistant" calendar using the blue box.
      • blank cells indicate where the room and others are available
      • to adjust the length of time click and drag the border of the blue box
    • After reviewing the meeting details in the "Meeting" tab click the "Send" button in the upper left corner.

    Outlook (Mac Desktop Client):

    • Open Microsoft Outlook.
    • In the bottom left corner click the "Calendar" icon. 
    • In the top left corner under the "Home" tab click the "Meeting" button.
    • In the "Subject" field enter your name, and any other relevant information (i.e PI's name).
    • Click the "Scheduling" button in the top toolbar.
      • Note: This will open a view where each column represents a time and each row represents a room. If the room is unavailable during a specific time it will be blocked out in the corresponding box.
    • Click the "+Add New" button in the "All..." section along the left side menu.
      • In the pop-up window search for the desired equipment, then select it and click "Resource" near the bottom of the window.
      • After selecting all desired equipment close this pop-up window.
    • Select the desired time from the "Scheduling" calendar using the blue box.
      • blank cells indicate where the room and others are available
      • to adjust the length of time click and drag the border of the blue box
    • After reviewing the meeting details in the "Appointment" tab click the "Send" button in the upper left corner.

    Outlook (Web App):

    • Open Outlook.com in your web browser.
    • Sign in with userid@uwaterloo.ca and your WatIAM password. Complete the 2FA as necessary.
    • Click the "Calendar" icon along the left side of the screen.
    • Double click the day you wish to book the room.
    • In the "Add a title" field enter your name, your PI's name, and any other relevant information.
    • Click the "Scheduling Assistant" tab at the top of the window.
      • Note: This will open a view where each column is a time during the selected day and each row represents a room. If a room is unavailable during a specific time it will be blocked out in the corresponding box. 
    • Click the "+Add required attendee" button under the "Required attendees" section along the left side menu.
      • Type the name of the desired equipment and then select it from the directory drop-down menu. 
    • Select the desired time from the "Scheduling Assistant" calendar using the green box.
      • blank cells indicate where the room and others are available
      • to adjust the length of time click and drag the white dots
    • Click "Done" in the top left corner.
    • After reviewing the meeting details click "Send" in the top left corner.

    Issues or Concerns?