If you encounter any issues or have any questions, please contact Steve Martin, Computer Systems Engineer, at evsc-support@virginia.edu or 434-924-0574 (Clark 335A).
You can use Outlook to request a reservation for one of our four conference rooms:
- Clark 209
- Clark 335 (GIS Lab)
- Clark 346 (Odum Room)
- Clark 353 (the “fishbowl”)
Your request will be sent to Jennifer Davis for approval. Until it has been approved or denied, the meeting will show on both your calendar and the room’s calendar as tentative.
Windows desktop app
Submitting a reservation request
1. From your own calendar, double-click on the day you want to reserve
2. In the window that opens, uncheck the “All day” box and then set the time you want to reserve
3. Click the “Location” button:
4. In the window that opens, search for and double-click the room in Clark you want; there are currently four rooms available for reservation:
• AS-CLARK209-CONF
• AS-CLARK335-GISLab
• AS-CLARK346-CONF (Odum Room)
• AS-CLARK353-CONF (the “fishbowl”)
1. Click OK to close the window
2. You should now see the conference room in the “Required” and “Location” fields:
3. Add a title, optional attendees, and any notes you want to include
4. Click Send
Alternatively, you can use the Scheduling Assistant to make sure the room is available:
1. After double-clicking a day on your calendar and opening the new event window, select “Scheduling Assistant” from the top menu:
2. From here, click “Add resource” under Resource (Room or Equipment) and search for the room you want to reserve:
3. You can now see if the room is already reserved or not. In the example below, we can see that Clark 209 is reserved from 9-10am and 2-5pm on 9/2:
Adding a conference room calendar to your Outlook
If you would like to add a conference room calendar to your Outlook so you can see it side-by-side with your own calendar, follow the steps below. Once completed, you can easily view the room’s calendar in the future without needing to go through the process below again.
1. While in your Calendar view, click “Add Calendar” on the ribbon and then select “From Room List…”:
2. In the window that opens, search for and double-click the room in Clark you want; there are currently four rooms available for reservation:
• AS-CLARK209-CONF
• AS-CLARK335-GISLab
• AS-CLARK346-CONF (Odum Room)
• AS-CLARK353-CONF (the “fishbowl”)
3. Click OK to close the window
4. You should now see the conference room’s calendar next to your own. It will also have been added to your “Other Calendars” section on the left side of the Outlook window:
Outlook for the web & macOS
Submitting a reservation request
1. From your own calendar, double-click on the day you want to reserve
2. In the window that opens, search for and select the room in Clark you want; there are currently four rooms available for reservation:
- AS-CLARK209-CONF
- AS-CLARK335-GISLab
- AS-CLARK346-CONF (Odum Room)
- AS-CLARK353-CONF (the “fishbowl”)
3. You should now see the conference room in the “Required” and “Location” fields:
4. Add a title, optional attendees, and any notes you want to include
5. Click Send
Alternatively, you can use the Scheduling Assistant to make sure the room is available:
1. After double-clicking a day on your calendar and opening the new event window, select “Scheduler”:
2. From here, click “Add a room” under the Room section and search for the room you want to reserve:
3. You can now see if the room is already reserved or not. In the example below, we can see that Clark 209 is reserved from 9-10am and 2-5pm on 9/2:
Adding a conference room calendar to your Outlook
If you would like to add a conference room calendar to your Outlook so you can see it side-by-side with your own calendar, follow the steps below. Once completed, you can easily view the room’s calendar in the future without needing to go through the process below again.
1. While signed in to outlook.office.com with your UVA credentials, click the Calendar icon on the left side of the page and then select “Add calendar”:
2. In the window that opens, search for the calendar you want to add under the Individual calendars section; for our conference rooms, you’ll want to use “as-clark” as the search term:
3. Select which of your calendar groups this calendar will be added to:
4. Click “Save” and then close that window.
5. Depending on which calendar group you saved it to, you may need to click “Show all” on the left side of the page to view the calendar:
