Document

Book equipment through Outlook

Effective date: 14/07/20
Last updated: 16/12/2022

Equipment booking through Microsoft Outlook

(Updated 16/12/2022)

To view the microscope booking calendars

Open Microsoft Outlook.
Select Calendar (small icon near the bottom-left of the Outlook window), this will open your personal calendar.
Right click My Calendars (left side of display).
Select: Add Calendar > From Address Book.
Select ‘Global Address List’ in the drop-down menu for Address Book.
Type (or copy and paste) the name of the microscopy suite that you require into the Search field – see the table at the end of this document to determine which one you need. The three microscopy suites are:
BIOSI - E/0.03 - Confocal/Lightsheet Microscopy
BIOSI - E/0.04 - widefield microscopy
BIOSI - Olympus IX71
Double click on each booking calendar that you wish to access and then click OK.
The booking calendars you have selected will now be listed under My Calendars and can be switched on or off by selecting their check boxes.

To make a booking

In your Outlook Calendar select New Meeting (on the Home tab).
In the Required section enter BIOSI - E (note the spaces either side of the hyphen). This should give you a list of microscopy suites.
Click on the microscopy suite you wish to book.
In the Title field enter Your name, supervisor initials (in brackets), and the instrument you wish to use. eg; Marc Isaacs - AJH - Olympus BX61.
In the Start time field enter the date and time you wish your booking to start.
In the End time field enter the date and time you wish your booking to end.
Use the Scheduling Assistant (tool bar) to check for potential time conflicts.
In the large text box add any additional information (e.g. live cell imaging, 5% C02, 37oC etc.).
Click on the Send icon to provisionally make the booking.

Confirmation of your booking

All bookings will be reviewed and then either accepted by a member of Hub staff or a suggested alternative date/time will be provided.

Booking equipment via the Cardiff University web portal

Please note that these instructions may vary depending upon device and screen size (this procedure is based on booking via a standard desktop computer and mouse).

Go to https://mail.cardiff.ac.uk / and log in.
Access your personal calendar either via the apps grid in the top left or the calendar icon at the bottom left.
Click Add Calendar, found above the list of My Calendars in the left-hand pane.
Select Add from directory, type (or copy and paste) the name of the microscopy suite that you require – see the table at the end of this document to determine which one you need. The three microscopy suites are:
BIOSI - E/0.03 - Confocal/Lightsheet Microscopy
BIOSI - E/0.04 - widefield microscopy
BIOSI - Olympus IX71
Click on the calendar you need and choose where to display it – either My calendars, Other calendars, or People’s calendars and click Add.
Once you've added the relevant calendar it will appear in your list of calendars in the section you specified. Browse the calendar to choose a time and date you'd like to book.
Click the New event button at the top-left of the screen - this brings up a window for creating a calendar event.
In the Title box enter your name, the specific instrument you wish to use and the initials for your supervisor.
In Invite attendees enter the name of the microscopy suite preceded by BIOSI. eg, BIOSI - E/0.04 - widefield microscopy.
Choose the date and time.
In the text box labelled Add a description include any additional information (e.g. live cell imaging, 5% C02, 37oC etc.).
Click the Send button in the top left to provisionally make the booking.

Confirmation of your booking

All bookings will be reviewed and then either accepted by a member of Hub staff or a suggested alternative date/time will be provided.

If you have any problems, please contact bioimaginghub@cardiff.ac.uk

Microscopy suites and equipment

BIOSI - E/0.03 - Confocal/Lightsheet Microscopy

BIOSI - E/0.04 - widefield microscopy

BIOSI - Olympus IX71

Olympus IX71 inverted fluorescence microscope

Document control table

Document title:	Book equipment through Outlook
Date approved:	14 July 2020
Effective date:	14 July 2020