Add and Reserve STAT ARB Conference Rooms

This article describes how to add and reserve STAT ARB Conference Rooms in Outlook. Using the shared calendar, you can easily view room availability and schedule reservations.

Before You Start

Outlook (Classic) App for Windows

Open the Calendar section in the Outlook app > Click the Add Calendar button (with the "Plus" symbol) > Click: From Room List...

From Room List menu

Search ARB in the top left box and press enter to show a list of STAT ARB conference rooms.

Double-click the room you would like to reserve, and it will appear in the bottom "Rooms" box.
- Or select multiple rooms by holding the "ctrl" button as you click each room you would like to add.

4. Press the "OK" button after selecting the room(s) you would like to reserve.

Location and Rooms buttons ARB room search Selected room and OK

You now will see the room(s) you selected in your Calendar section on the left-hand side under the category: Shared Calendars

Room under Shared Calendars The view shows several rooms selected. Multiple ARB room calendars Suggestion: Right-click the conference room calendar listing > Click: Color > Select a color for this room that does NOT match your own.

Outlook App for Mac

Open the Calendar section of the Outlook app > Click the 3 dots next to your account header (PENNKEY@upenn.edu) > Click Add Shared Calendar...
Search: ARB 3 (or 4)
- This will narrow down the search results to the STAT ARB conference rooms on the third or fourth floors.

3. Select the room calendar you would like to open and click the Open button in the bottom right corner.
4. This will add the calendar to a section in your left-hand side menu of the Calendar section called Shared Calendars.

Room under Shared Calendars

Repeat these steps to permanently add the rest of the conference room calendars to your Shared Calendars section so
that they are always available to check room availability.

Outlook for Web

Open your preferred browser > Go to the site: outlook.office.com and sign in using PENNKEY@upenn.edu > Enter your PennKey password > Authenticate for Duo if prompted.
Open the Calendar section of the site using the calendar icon in the left-hand side menu.
Click the Add calendar link below your calendar grid and above the My calendars section in the left-hand side menu.

Add calendar menu

Ensure that Add from directory is selected from the left-hand side menu > Click into the field titled: Enter a name or email address > type ARB 3 (or 4) to display the options for the STAT ARB conference rooms on the third or fourth floor > Click the room that you would like to open the calendar for.

Add from directory

This will reveal an Add to section below where you selected the room. Select which group you would like the room's calendar to be listed and then click the Add button.
The calendar will now be available in the section that you selected from the previous step. Repeat these steps if you would like to add any/all of the other STAT ARB conference room calendars.

Room added to calendar

Reserving a Room

Open a New Meeting window, or open an existing meeting for which you would like to reserve a STAT ARB conference room.
In the Location field, type ARB and you should see several options for the STAT ARB conference rooms. Select the room you would like to reserve.

You can narrow your search by typing the room number after ARB. (For example, type ARB 4 to display the fourth-floor conference rooms).
You also can see if the room is available from this view if you have set the meeting date and time before this step.

Available ARB conference rooms in Outlook

Alternate Method: If you Click the Location or Rooms button int he bottom left or right corner of the meeting settings.
- Search: ARB in the to left box and press enter to show a list of STAT ARB conference rooms.
- Double-click the room you would like to reserve and it will appear in the bottom Rooms box.
- Press the OK button after selecting the room you would like to reserve.

Selected room added to the meeting invitation

Search and select a room to reserve

You should now see that the room is listed in the Required field as well as the Location field.

Selected room shown in the Required and Location fields

Once you have finished setting the rest of the details of your meeting and press Send, if the room is available, you will receive an automatic email response that the room has accepted your invite and you will see it on the room's shared calendar.

Always verify that your invite is on the shared calendar for the correct date and time even if it has been accepted.

If the room was already reserved during any portion of the date and time of your request:

You will receive an email that the invite was declined due to a conflict.
You will need to open the room's shared calendar and find another available time for that room or invite an alternate room.

Important: Please do not schedule recurring room reservations beyond the current semester or five months. Recurring reservations that extend beyond this period require approval from your department chair. Please CC Gabby Frisone at gfrisone@wharton.upenn.edu on the approval request.

Need Help/Questions?

Contact: Wharton Computing Student Support

Email: support@wharton.upenn.edu