epc shared calendars -tutorial

EPC Shared Outlook Calendars Tutorial

Adding Resource Calendars to Outlook Step 1 • Open your Outlook Calendar, click on Calendar Groups and scroll to Create New Calendar

Group. Call your group “Shared EPC Calendars”.

Step 2 • From the drop down menu, select All Equipment, highlight the “EPC Busses” Calendar, and

click Group Members. • From the drop down menu, select All Rooms, highlight “EPC Computer Lab 211, EPC

Computer Lab 212, EPC Gym, EPC Library and Computers, EPC Mobile Lab 1 – Downstairs, and EPC Mobile Lab 2 – Upstairs” Calendar and click Group Members.

• Click “OK”.


Booking a Room Using Outlook *Excluding EPC Gym & EPC Busses*

Step 1 • Select the Calendar you wish to book by

making sure it is checked off. • Check the Calendar to see if your

required time is available. • In this case, I have chosen EPC

Computer Lab 211. •

Step 2 • Click on New Items and scroll to

“Meeting”.

Step 3 • Click the “Rooms” button.


Step 4 • Select the room you would like to book and double-click it. • In this case, we would select EPC Computer Lab 211.

Step 5 • Enter the details of your booking. SUBJECT Fill this in with the Period or Block that you are booking, followed by your name. Ex: BLOCK 1 – Sharline Visser DATE Choose the date for which you would like to book the room. START TIME & END TIME Since our Blocks and Periods are a little awkward to input, we will be using 30 and 60 minute periods of time to input our bookings. Hint: This of the hour the majority of time in your Block or Period falls in. An example of this method is as follows: Block 1: 9:45am – 10:50pm > Book from 9:00am – 10:00am Period 1: 9:45am – 10:17am > Book from 9:00am – 9:30am NOTES SECTION For meetings in the Library, please add which area you would like to have booked and the numbers of students you are bringing with you. (EX: Computers Only – 24 students) This allows another person to book the Library to use, and shows 6 computers available.


EPC Schedule Breakdown for Calendar Bookings

Period 1 9:00am – 9:30am Block 1

9:00am – 10:00am Period 2 9:30am – 10:00am


10:00am – 11:00am Period 4 10:30am – 11:00am


11:00am – 12:00am Period 6 11:30am – 12:00pm

Period 7 1:00pm – 1:30pm Block 4

1:00pm – 2:00pm Period 8 1:30pm – 2:00pm

Period 9 2:00pm – 2:30pm Block 5

2:00pm – 3:00pm Period 10 2:30pm – 3:00pm

REMINDER The current Reminder setting is at 15 minutes. Turn the reminder to “None”, especially if you do a lot of booking. Make sure the meeting is set to Busy.

This is the NOTES SECTION.

For Library Bookings, please provide details on the area you’d like to book and how many students you will be bringing.

EX: Computers Only – 24 Students


Step 6 • One you have finished entering your details, press “Send” (shown above). • If you realize you made a mistake, don’t worry! It is easy to go back in and edit at a later time. CONFLICTING MEETINGS If your meeting request coincides with another meeting, it will let you know before you book. Please check that the time you are requesting is available before pressing SEND.

CANCELLING A MEETING To cancel a previously booked room, find your booking in “Calendar” under “My Calendar”. Right click and scroll to cancel meeting. A Meeting booking window will pop up.

Press Send Cancellation.

EDITING A MEETING Double click on your meeting request in “Calendar” under “My Calendars.” Edit your details. Click “Send Update.”


ADDING A RECURRENCE TO YOUR MEETING • Let’s say you want to book a specific Block for 3 days in a row.

• EX: Computer Lab 211 for Block 2 from March 12th – 14th. • Select the Calendar you would like to book in and select “New Items” and “Meeting.” • Input the Room and Subject Area just like you would in a normal meeting booking. • Select “Recurrence” from the top menu.

• Input your start and end times as usual. (EX: Block 2 = 10:00am – 11:00pm) • Recurrence Pattern: Select Daily and Every 1 days(s) • Range of recurrence: Select End after: 3 occurrences (i.e. 3 days) • Click OK.

• You Meetings should show up as a series.

EDITING A RECURRENCE MEETING • Double click on the meeting. • If you wish to edit 1 day in the recurrence,

select “Occurrence.” • If you wish to edit all of the occurrences,

select “Series.”


Booking a Room Using Webmail – AT SCHOOL *Excluding EPC Gym & EPC Busses*

Step 1 • Open your calendar and create a new “Meeting Request”

Step 2 • Click the “Required” button.

Step 3


• In the left pane, select “All Rooms” • In the center pane, select the desired room. The right pane will show you the availability of

that room. • Double-click the desired room to add it to the list of required participants and press “Ok”.

Step 4 • Fill in the rest of your booking details and click “Send” to submit the request.

o Follow same instructions as Step 5 in Booking a Room Using Outlook. Step 5 • You will receive an email like the one below stating your request has been accepted.


Booking a Room Using Webmail – AT HOME *Excluding EPC Gym & EPC Busses*

Step 1 • Open your calendar and create a new “Meeting Request”

Step 2 • Click the “Scheduling Assistant” button.

Step 3 • Select your day from the left column.


• Select the time you would like from the right column. • Scroll to the Room you would like to book. • Click on the time in order to return to the Appointment page.

Step 4 • Fill in the rest of your booking details and click “Send” to submit the request.

• Follow same instructions as Step 5 in Booking a Room Using Outlook. Step 5 • You will receive an email like the one below stating your request has been accepted.

Making a Request to Book the EPC Gym and EPC Busses

Step 1 • Select the Calendar you wish to book by making sure it is checked off.


• Check the Calendar to see if your required time is available. • In this case, I have chosen EPC Busses.

Step 2 • Click on New Items and scroll to “Meeting”.


Step 3 • Click the “Rooms” button.

Step 4 • Select the room you would like to book and double-click it. • In this case, we would select EPC Gym or EPC Busses. • To access the Bus, scroll from “All Rooms” to “All Equipment”. • Click on Rooms and then click OK.

Step 5 • Fill in the rest of your booking details and click “Send” to submit the request. (See Below) • Gym

• SUBJECT: Activity – Name (EX: Drop In Badminton – Andre Cottreau) • Busses

• SUBJECT: Bus – Name (EX: 24 Passenger – Sharline Visser) • NOTES SECTION: Location – Reason (EX: Boyle, AB – Jr. High Badminton Regionals)

• NOTE: For Gym and Bus bookings, you do not need to follow the Block/Period guidelines, as events will be happening out of school hours.


Step 6 • Your request will be sent to the following:

• EPC Gym – Chad LeMessurier • EPC Busses – Brian Rudyk

• Once the Owners of the Calendar have approved your request, you will receive a confirmation email like the one below.

• NOTE: You still need to submit all the necessary paperwork to book the EPC Busses.

epc shared calendars -tutorial

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