UFGI Room Reservations

To reserve a room for a seminar or UFGI-affiliated event, you must first submit a reservation request through Outlook calendars. Please see the instructions below. 

The main UFGI office is located on the first floor in the North Wing of the Cancer and Genetics Research Complex at the University of Florida. There are a few different rooms available for your reservation and use through the UFGI: rooms 236, 336, and 436. To reserve a room in the UF Health Cancer Center, please use their reservation page.

Cancer & Genetics Research Complex
2033 Mowry Road
Gainesville, FL 32610

Directions to building

Accessing Outlook on Windows

Step 1

Open Outlook. Open up your calendar. (Button is in the bottom left next to your mailbox and people tabs.)

On the top bar that appears, select “Open Calendar” from the options. Then, in the drop down menu, select Open Shared Calendar.

Step 2

In the dialogue box that appears, type “@ UFGI” (make sure to include a space between @ and UFGI). Select OK.

There are a few different rooms available for your use through the UFGI. They are listed with their room numbers (“UFGI-236, UFGI-336, UFGI-436). Select the desired room calendar from the available list to open.

Step 3

Please take note of existing reservations when making your day and time request. Select the calendar by clicking at the top of the calendar (see example of room 236)

Under “Home”, select “New Meeting”, and then, “New Meeting With All”.

Step 4

Email will now open with your room request. To and Location will auto populate the room you selected. Please enter the Subject of your meeting and the Start and End time you would like to request. See example picture below. Now press the send button for approval.

Step 5

You will receive an auto email that your room request is pending approval. Once approved you will receive another email.

If you need IT or A/V setup assistance prior to your meeting, please contact the UFGI staff at ufgi-help@health.ufl.edu

Accessing online through Outlook Web App

Step 1

Open Outlook. Open up your calendar. (Button is in the left most column below the mailbox icon and above the people tab.)

On the left side of the top bar that appears above your calendar, select the button that reads “New Event.”

Step 2

The dialogue box that appears is an email template that can be used to reserve a room. Near the top of this box, type “Reserve Room ###” with the appropriate room number in the space where “Add a title” is written in grey text at the top.

In the space where “Invite attendees” appears in grey text, add the emails of any participants who will also be using the reserved room and add the email of the reserved room to check for its availability.

Step 3

For room 236, you can search for the contact “@ UFGI-236” or include the email “UFGI-236@ad.ufl.edu”. Simply change the room number to match your needs.

When all emails have been entered, Outlook will auto-populate times when all involved participants, including the UFGI room, are available under the “Suggested times” section. If you would like to schedule the room for a different time, you do not have to pick from these suggestions. Enter the day and time when you wish to reserve the room.

Step 4

Please take note of existing reservations when making your day and time request. If the room is available to reserve, a green rectangle will appear on the calendar to the right with the time slot and the words “Everyone is available.” If the room or one of your participants is not available at the requested time, a red rectangle will appear on the calendar to the right with the time slot and an explanation of who is not available.

You may add email reminders, a description, or additional documents if you like, and once you are done making changes, you can hit the Send button at the top left of the dialogue box to make your room request.

Step 5

Once the request email has been sent, you and all participants will receive an email that your request was received and is pending approval. Once your request has been approved, the person to reserve the room will receive emails to notify them when the room request is accepted and when the participants accept the event as well.

If you need IT or A/V setup assistance prior to your meeting, please contact the UFGI staff at ufgi-help@health.ufl.edu

 

 

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