How to Book CSC BA 4242 Using Microsoft (MS) Outlook

If CSC BA 4242 (located in the Bahen Centre for Information Technology) is a room that you have booked in the past or might book in future, please follow the steps below:

Step 1) Add "CSC BA 4242" as a shared calendar in MS Outlook

By opening and adding CSC BA 4242 as a shared calendar to your MS Outlook account, this will allow you to view the room's availability alongside your own calendar (or any other shared calendars) at any point. This is a one-time step at the outset that you will not need to repeat. 

Note: This process is much like opening, adding and viewing an individual's shared calendar in MS Outlook (e.g., when consulting someone's schedule to book a meeting with them).

Below are the steps to open and add the shared calendar for CSC BA 4242 using the MS Outlook desktop application:

I) Click on "Open Calendar" >> select "Open Shared Calendar"

II) Click on "Name..." This will generate a new “Open Shared Calendar” search window. 

III) Enter "CSC BA 4242" in the empty search field. Select "CSC BA 4242" from the list of calendars that will appear in the directory. Click "Ok." 

IV) CSC BA 4242 will now appear in the “Open Shared Calendar” window. Click “Ok.”

V) The full calendar for CSC BA 4242 (showing the availability of this room) should now be visible to you. When making a booking, please first consult this calendar to confirm when the room is available. To book the room, proceed to step 2) Book the room (see below).

Step 2) Book the Room

Once you have added CSC BA 4242 as a shared calendar (Step 1 above) and have consulted this calendar to confirm the room's availability at a specific point in time, you can book the room by following the steps below.

Note: this process is very similar to booking a meeting in MS Outlook.

If you are using the MS Outlook desktop application:

I) Click on "New Meeting" to generate a new meeting invitation.

II) Enter the date and time of your booking.

III) To the far right of the “Location” field, click on the "Rooms..." tab. 

(A closer view of the “Rooms...” tab.)

IV) A new window containing the directory of rooms will open. Enter "CSC BA 4242" in the empty "search" field and select this room from the list once it appears. Click "Ok." 

V) CSC BA 4242 should now be added as the "location" to your meeting invitation and the room booking email should have been automatically added to the "recipient "field.

VI) Once you confirm that all details are added to the invitation, click "Send." 

VII) Please wait to receive a confirmation email indicating that the booking request has been accepted (see example below). Note: the room booking is not considered confirmed or finalized until you have received a confirmation email:

Example of confirmation email

If you encounter any technical issues or need assistance with the steps above, please contact Lloyd Smith (lloyd@cs.toronto.edu) or Ingrid Varga (vargai@cs.toronto.edu).