Reserving a Room at Buhl Library

Learning Commons Huddle Rooms

These rooms are now available for collaborative and group work and are set up with the latest collaborative technology.

Huddle Room Rules

• Huddle rooms are intended for group use, not for individual quiet study.
• Reservations are strongly recommended, and reservations will take precedence over unreserved use.   Rooms may be reserved for up to 2 hours at a time.  NO consecutive or recurring reservations permitted.
• NO food allowed! NO exceptions.
• These rooms are not soundproof. Please keep your volume to an appropriate level.
• Please clean the whiteboards and make sure you click End Session on the Surface Hub when you are done.

Room Reservations

Book 'em, Grover!

Here's how: Using the Desktop App

1. Open Microsoft Outlook on your laptop. Go to your calendar.
2. Select the desired date and time on your calendar, then click "New Meeting" in the upper left. Rooms may be reserved for up to 2 hours at a time.  NO consecutive or recurring reservations permitted.
3. Click the "Locations" button to view rooms or start typing "HBL" in this field so that the room list appears. Look for HBL Huddle Room. Double-click your desired room, then click OK.
4. You can invite others to join your group work by adding them to the "Required" or "Optional" Attendees fields before sending the request.
5. You can name your meeting in the "Title" line. Note that this title will appear on the digital displays for this room's schedules.
6. You will shortly receive a meeting response from the room in your Outlook. It will accept if the room is now booked for you, or it will decline if the room is unavailable. If the room is unavailable, you will need to go back to the meeting on your calendar and select a different time or room.

Here's how: Using Outlook in Office365

1. Open Microsoft Outlook in your browser. Go to your calendar.
2. Click "New Event" in the upper left. Select the desired date and time. Rooms may be reserved for up to 2 hours at a time.  NO consecutive or recurring reservations permitted.
3. Click in the "Invite Attendees" box and start typing "HBL Huddle" in this field so that the room list appears. Look for HBL Huddle Room. Double-click your desired room, then click OK.
4. You can invite others to join your group work by adding them to this field before sending the request.
5. You can name your meeting in the "Title" line. Note that this title will appear on the digital displays for this room's schedules.
6. You will shortly receive a meeting response from the room in your Outlook. It will accept if the room is now booked for you, or it will decline if the room is unavailable. If the room is unavailable, you will need to go back to the meeting on your calendar and select a different time or room.

Need help? Visit Microsoft for more information.

Tips

• Reservations are strongly recommended, but you don't always have to plan in advance. If you are in the library and find a room that is open and available, you can simply book it at that time. Do this on your laptop, phone, or on Surface Hub.
• Having trouble finding a room and time that works? In your meeting invitation, after you select a room, go to the "Scheduling Assistant" at the top. Now you can view the schedule of your selected room to try to find an open slot.
• Do not reserve multiple rooms at a time and remember not to reserve a room for more than 2 hours at a time.

Microsoft Surface Hubs

Harness the technology! Huddle rooms are equipped with Microsoft Surface Hub technology to enhance your group collaboration.

Besides the large traditional whiteboards, each room also features a Microsoft Surface Hub. You can use this interactive screen to:

• Project content from your laptop
• Access your files from your account without your laptop by logging in
• Meet with external participants
• Use whiteboard and other brainstorming features

The Surface Hub is a touch screen. Use the attached Surface Pen to operate the Hub's touch screen. Pens issued with your school notebook will NOT work.

Tips

• To learn more about how to use the Surface Hub:
  • Click on the "Tips" app from the main screen menu
  • Use the "Help" button in individual apps, such as Whiteboard, to learn more about its features
  • Visit Microsoft's Surface Hub on-demand adoption and training videos
     
• You can use some of the Surface Hub features without signing in; however, you will not be able to save your work. Sign in to do this.
   
• If you do sign into your account on the Surface Hub, be sure to sign out and End the session when you are done. Otherwise, your account will still be open on screen for the next person in the room.