Instructions for Reserving Instrument Time

Instructions for Reserving Instrument Time

1.    When using Outlook 2010:

Select the calendar of the instrument you would like to reserve time for and double click on your desired day and start time.  This will bring up a new window where you will be able to reserve the instrument.  Confirm date and start time, then enter an end time for when you would like to reserve the instrument.

When using the University’s Outlook Web Access (Hawkmail) portal:

Check the instrument calendar to find a time that is open.  While having your calendar selected, click on the drop down arrow next to the word “New” at the top left hand side of the page, scroll down and click “Meeting Request”.  (If the instrument calendar is selected, you will get a message stating that you don’t have permission to perform this action.) 

This will bring up a new window from which you will be able to reserve the instrument. Add the instrument you would like to reserve by typing in the instrument’s calendar name into the resources section.  Enter the location, date, start time and end time that you would like to reserve. 

2.    Enter any information about the reservation that you would like to share in the bottom box. Review all of your information and make sure that it is correct. Once all of the information is confirmed, click send. Your meeting will show up on your calendar and the instrument calendar. (Note: If reserving time on the GCT or Voyager, the source type and column needed should be included.) 

3.    If you need to cancel a reservation, go to your calendar and right click on the scheduled time.  Select delete/cancel meeting from the menu that appears and click the send button in the top left corner of the window that opens.  This will remove the reserved time from both calendars.  (If you right click on the instrument calendar, you will receive a message saying that you don’t have permission to perform this action.)

4.    If you need to change your reserved time, select the reserved time on your calendar and either pull up or down on the selected range.  A message will appear after the time range has been changed asking you to send update.  After clicking on send update, the time will update on both calendars.

* All reservations on the GCT and Voyager will be pending approval until accepted.  This is to determine if there will be time to set up the instrument with the indicated source or column before the reserved time starts.  Please reserve the instrument 24 hours before needed to give us time to accept the request and prepare the instrument.  If the instrument is needed sooner, please contact us directly to see if arrangements can be made.