Resource management

Rooms

Book resource

Important

A KIT or GuP account is required to book a resource. Important note on booking all-day events: When booking "All-day events", make sure that the "Show as:" field or in OWA "Show time period as:" is set to "busy" or "booked". Otherwise, additional appointments can be entered during this time and double bookings will occur.

Booking resources with Outlook 2019

1. Switch to the calendar view
2. Select the New meeting item
3. Click the Location button to open the selection menu for the people and resources
4. Type "AIFB room" in the search field and select the "Global address list" from the address book list
5. Select the required resource and click on the Add rooms button
6. When all resources have been selected, close the dialog with the OK button
7. The meeting request is now sent using the Send button
8. If the resource is not available during this period, you will receive an error message
9. If successful, you will receive an email from the room with the subject "Accepted"
10. The appointment has now been entered in the calendar and the resource is no longer available for other people during this period. You can now also see the appointment in the resource's calendar via Outlook or Outlook Web Access.

Booking a resource with Outlook WebAccess

1. Open the URL https://owa.kit.edu with a browser of your choice and log in with your KIT login details
2. After logging in, click on the dot symbol in the top left-hand corner next to Email and then select Calendar
3. Then select the New button in the top bar
4. In the next step, the room must be added to the meeting under Add people.
5. After setting the start and end times, the room can be booked with the Save button.

Important

Unfortunately, it is not possible to add a room using the Add a location or room button, as our rooms are not explicitly room resources. Likewise, only calendars may appear under Save in calendar and not the booked room.

Show shared calendars of a resource

Important

Please do not enter any appointments directly in the resource's calendar. This makes it impossible to see who has booked the resource. We will therefore delete such appointments from the calendar

Open shared calendar in Outlook

1. Switch to the calendar view
2. Either right-click on My calendars or click on the three dots at the top of the menu on the right-hand side and then select Add from address book
3. Enter AIFB room in the search field and select the Global address list
4. Double-click on the desired room and then confirm this by clicking on the OK button

Open shared calendar with Outlook WebAccess

1. Open the URL https://owa.kit.edu with a browser of your choice and log in with your KIT login data
2. After logging in, click on the dot symbol in the top left-hand corner next to Email and then select Calendar
3. Then select the Add calendar button in the top bar and click on From the directory
4. Enter AIFB room in the From the directory field and then click Search directory
5. Select the desired room and then click OK