Open your Lotus Notes calendar. Click on the 'Schedule a Meeting' button. |
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A new page will open that covers most of the screen.
1. On the left side of the page in the ‘Subject’ block, enter the following information: Purpose, Name of Class, and a point of contact phone number. The purpose of the reservation; e.g Class, Lab, Testing, Demonstration, etc. If you are making the reservation for someone else, be sure to include their name and point of contact phone number.
2. Select the start/end date and time. If the reservation is to be repeated, i.e., for a scheduled class, put a check mark in the box by 'Repeats.' Another button just to the right will appear. Click on it to open a new screen where you can make your choices for repeating the reservation (See below).
3. If you want to invite any certain people to attend your class, or to just let someone know about it, you can choose their e-mail address from the University Address Book by clicking on the address book icon to the far right.
4. In the 'Description' area, put your class name and number, the days and times it meets, and your name
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You can choose from a number of options for repeating reservations, including a 'custom' schedule that could, for instance, include certain dates for the entire semester. Make your choices and then click the 'OK' button. |
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If you want to check to see if the room is available at the time you need it, click on 'Scheduler'. Another part of the reservation document will open and show you graphically the current room availability. You can move the vertical 'bar' left and right to choose various times. When the 'bar' turns green, that is indication of all 'invitees' (the room being one) as being able to attend. |
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If the 'bar' next to your name is a red color, that indicates that your settings show you as 'busy' during the indicated hours. This may be because you have not set your available time in the 'Preferences" area. This should not have a bearing on reserving the room as long as it is available, but you may want to set your availability anyway, in case others want to schedule you for a meeting. |
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On the right-hand side of the reservation screen, your name should be in the 'Chair' block.
Click on the address book icon to open the 'Rooms' database. |
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In the 'Rooms' database, scroll down the list to the UNO buildings. Click on the down-arrow next to the building you want, select the room, then click on the 'Add' button. Now click on 'OK.'
Alternatively, you can just type 'UNO DSC' or 'UNO RH' and the listing will go right to the correct one. Then just choose the room you want. |
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Once you have entered all the required information onto the form and checked for availability if necessary, click on 'Save and Send Invitations.' This will send an 'invitation' to the room you selected, asking it to reserve itself for the dates and times you requested.
You will receive an e-mail from the Lotus Notes system to inform you that the reservation request has been received and that it will be processed.
NOTE: The room has NOT yet been reserved for you. You will receive another e-mail either confirming the reservation or denying it. |
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