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Booking and unbooking of a meeting and room in the webmail

Instruction about how to use web mail to make an appointment.

Before you begin

  • The booking has to be done in your personal calendar in the webmail.
  • You are not allowed to make the booking from a shared mailbox.
  • Even if you try to make a booking in the calendar of the room it will be done in your personal calendar.
  • If you need to remove the booking it has to be done in the same personal calendar in thet the booking was done.

Make a meeting and book a room

  1. Log on with your kth account at webmail.kth.se
  2. Click on calendar at the top of the page.
  3. Click on new event, or doubleclick in the calendar where you want to have your appointment.
  4. Fill in information for the event.
  5. Fill in e-mail address to participants, or click on the plus sign on the line for Attendees to choose participants from the addressbook.
     
  6. Choose from the addressbook. By clicking on the double-arrows to the left you can choose which addressbook to search in. Choose person and click OK to add that person to th calendar evevt.
  7. If you also want to add a room, click add room in the calendar event.
  8. Choose which room-list to add a room from.
  9. Find the right room from the list and click on that room. In this list only available rooms are shown depending on the time for the event.
  10. The room will be shown both in Location and as a Participant.
  11. Open the Sceduling Assistant to view if the room and the participants are free. Every participant and room is shown to the right. Here you can change time and duration if it does not fit anyone If you want to change room, just click Change room.
  12. Click OK to close the Scheduling Assistant when you are pleased with the changes. Check that the event looks good, and that the box for Request responses are marked.
  13. Click on send and the booking will be sent to all attendees, and to the room. The room will send an automatic response som you will know if the booking was OK or if someone else have booked the room.

Remove a booking

  1. To remove a booking of a room. Open the same calendar where the booking was done. Click on that booking, and choose Cancel.
  2. Click Yes to remove the booking.
  3. You can write a message or just remove the booking by clicking on Send. Then the meeting and booking of the room will be removed.