SIPRI Intranet

Meeting rooms

Meeting rooms in Outlook Web
Adding a meeting room – to your Calendar in Outlook
Booking a meeting room
How to see if/when someone is available for a meeting
Using the Scheduling Assistant

Adding a meeting room to your Calendar in Outlook 

We currently have 7 meeting rooms, 6 of which can be booked through your Outlook:
Go to the Calendar tab. Click “Add calendar”. Choose “Add from directory”. Search for the following:

conferenceroom@sipri.org (View only. Pls contact Annika or Matilda to book the room)
boardroom@sipri.org
yearbookroom@sipri.org
alvaroom@sipri.org
arsenalroom@sipri.org
seminarroom@sipri.org

atticroom@sipri.org

And add them one by one. They should now appear in the calendar tab under Other Calendars.

Booking a meeting room

In the Calendar section of Outlook on the Web: Double-click the day for which you want to make a booking – or – click the button “New event”.

  1. Add a title and Start time/End time in the window that appears.
  2. Click Scheduling Assistant – or – Use “Search for a room or location”. Click “Browse with Room Finder” to see all available meeting rooms.
  3. Select the room you want.
  4. If applicable, select the people to be invited in Add attendees.
  5. Click Save/Send.

How to see if someone is available for a meeting

  1. Enter the names of the people you want to invite to the meeting.
  2. Outlook will now suggest times when everyone is available.
  3. Search for a room or location to see which meetings rooms are available at the chosen time.

 

Using the Scheduling Assistant

  1. Click the Scheduling Assistant tab at the top.
  2. Change the date and/or time at the top.
  3. Add required and optional attendees in the left-hand panel.
  4. Click the + Add a room to see which rooms are available.