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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).

Rooms that can be booked

At the moment, mostly 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.

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. On the list, meeting rooms for shared use are arranged according to their street address.
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

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 event in your calendar.
  2. When you click the Scheduling Assistant or Invite Attendees icon in the event window, you will see the Add Rooms /Rooms button you can use to add the desired meeting room for the event.

In the Scheduling Assistant view, the Add rooms button can be found in the bottom left corner of the view.

Scheduling assistant

 

Add rooms

Invite Attendees displays the Location field, which has the Rooms button on the right-hand side.

Invite Attendees

3. Once you have completed the event, press Send and this will send the event to the attendees (and the meeting room).

4. 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. In the window that opens, click the Scheduling Assistant selection.

Booking a meeting room

4. In the window that opens, click the item Add Room, and select the desired room from the list that opens.

Add rooms

5. Select the attendees at item Attendees.

6. Press OK, and you will return to the page of the calendar event.

7. Complete the information and press Send, which will send the event to the attendees (and the meeting room).

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

 

Contact information will be used only in case we need more information about feedback.
Please send only feedback about this instruction. If you have IT-related problems, please send a request to servicedesk@aalto.fi