Conference Room Scheduling Process

Note (April 2024): Biology graduate students do not have direct-book access to the conference room calendars. Graduate students who would like to request a conference room reservation must contact the Biology Graduate Academic Support Coordinator (biograd@syr.edu). Please include the following information in your email request: date(s), time period, room, frequency, and purpose.

Below is information pertaining to Biology conference rooms.  To request a reservation for the Lundgren Room please fill out the Lundgren Room (106 LSC) Reservation Form.

Conference Rooms and Equipment Available

Viewing Conference Room Availability and Reserving Room Using Calendars

First add the Calendars to Outlook. This will only need to be done once – and then they will always be linked in Outlook.

This step does not have to be done if reviewing/reserving the calendar using the Scheduling Assistant method below – to skip this step click Scheduling Assistant Method on the right.

Add Calendars to Outlook

Outlook for Windows

• View the Calendar screen in Outlook by selecting the calendar icon
• Click the drop-down arrow in the “Open Calendar” section

• Click Open Shared Calendar
• Type in the name of the calendar’s listed above (one by one) and click ok and ok at the next box that appears.
• The calendar should now appear in the “Shared Calendars” section

Outlook for Apple

• View the calendar screen in Outlook by selecting the calendar icon

• Click on “Open Shared Calendar" at the top

• Type the name of the calendar’s listed above (one by one) into the search box
• Select the calendar and click “open”
• The calendar should now be in the list on the left-hand side under “SU exchange”. You may need to uncollapse the list by clicking on the arrow to the left of this
• Repeat for the other calendars

Viewing Room Availability

Please note again: calendar’s must be added to Outlook to use this method.  To view room availability without adding the calendar select Scheduling Assistant Method on the right to jump to that section.

Outlook for Windows

• Select (tick the circle next to the name) the room’s calendar (can select more than one room to view multiple calendars)
• Unselect (untick the circle) “your” calendar (listed under “My Calendars”) so that only the conference room(s) are selected

Depending on the outlook settings the calendars will open next to each other or combined in different colors representing each calendar.

Colored blocks on the dates will show when the room is already reserved.  For those who do not have “write” access, the details of the meetings will not appear – it will just show as blocked out.

Outlook for Apple

Depending on how the Outlook is setup will depend on how to select the calendar. 

For setups like this:

• Select (tick the circle next to the name) the room’s calendar (can select more than one room to view multiple calendars)
• Make sure to highlight the word “calendar” under the room number

For setups like this:

• Select (tick the circle next to the name) the room’s calendar (can select more than one room to view multiple calendars)

Next, for both setup types

• Unselect (untick the circle) “your” calendar so that only the conference room(s) are selected

Depending on the outlook settings the calendars will open next to each other or combined in different colors representing each calendar.

Colored blocks on the dates will show when the room is already reserved.  For those who do not have “write” access, the details of the meetings will not appear – it will just show as blocked out.