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Booking meeting rooms at Aalto (Outlook and Webmail)

Meeting rooms at Aalto University can be booked also via Outlook and Webmail (https://mail.aalto.fi).

Watch a VIDEO how to book a room in Outlook

Watch a VIDEO how to book a room in Webmail

Booking a meeting room

You can book a meeting room by creating a new calendar event in your own calendar, for which you choose the desired meeting room as the location of the meeting or add the desired meeting room as a recipient.

Outlook

  1. Create a New Meeting in your calendar.
    New_Meeting
  2. Choose the time for the meeting.
  3. In the Room Finder on the right sideselect first the place from Show a room list and then Choose an available room from the list.
    Room Finder
  4. If Room Finder is not visible, open it from the Room Finder icon on the top.
    Room Finder icon
  5. The room you chose is now in the Location field.
  6. Select attendees in the To field.
  7. Write the Subject and message.
  8. Click Send. 
  9. The meeting room will soon send you, via email, an automatic confirmation of your booking.

 

Webmail

Logging in to Webmail https://mail.aalto.fi

1. Go to the calendar through navigation in the top right corner.

Mail

2. Create a new calendar event.

3. Write the title.

4. Add a location. Click Add room and choose the room from the list.

Add room (webmail)

 

5. Add the attendees in the Add people field.

6. Write the message and click  Send.

7. The meeting room will soon send you, via email, an automatic confirmation of your booking.

Rooms that can be booked

Most rooms designed for shared use can be booked via Outlook and Webmail. A detailed list of rooms that can be booked is available for viewing via Outlook or Webmail.

As all these rooms are available for booking, please ensure that you have access to the area where the room is, as well as you know where to room is located to avoid any misunderstandings.

Outlook

  1. Open the address book in Outlook by clicking on the Address Book button in the bar in the top corner.
  2. Select All Rooms from the pull-down menu in the window that opens. This will display the rooms that can be booked via Outlook and Webmail. 
Outlook - Address book

Webmail

Logging in to Webmail https://mail.aalto.fi

  1. Log in to Webmail at https://mail.aalto.fi
  2. Click on the grid in the top left corner, and select People from the menu that opens.
Webmail -booking a meeting room

3. Click Directory, and select All Rooms from the menu that opens below it.

This will display the rooms that can be booked via Outlook and Webmail.

Webmail -booking a meeting room
 
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Please send only feedback about this instruction. If you have IT-related problems, please send a request to servicedesk@aalto.fi