This is a set of instructions for employees of the city to utilize MS Outlook for scheduling the bike share program.
YOU ARE REQUIRED TO BOOK THE BIKE ONLINE BEFORE YOU TAKE A BIKE OUT. If you don't have access to a computer, see your department administrator or a fellow colleague. This manages peoples expectations, helps people know when it will be back so they can book a following appointment and importantly helps us count/track the number of times the bike has been used each year.
This information has been compiled using MS Outlook 2010, these directions may not work for users of a different version or the screen shots may look different.
1) How to view bike calendars in the left navigation bar (do this before attempting to book a bike to ensure availability). You will only need to do this once, the first time, per bike:
- Open MS Outlook.
- Select “Calendar” tab (in desktop, in the lower left hand corner. In web, in top right).
- Select “Open Calendar”, from the top ribbon or the left navigation bar.
- Select “From Address Book”.
- In "Address Book" drop down, select “All Bikes”.
- Double click desired bike (or click "Calendar" in bottom left).
- Select “OK”. This will add the bike to your left Calendar navigation bar.
2) The easy way to reserve a bike:
- Open MS Outlook.
- Select “Calendar” tab (in desktop, in the lower left hand corner. In web, in top right).
- Click on the bike calendar you have previously loaded into your left navigation bar.
- Double click the day and time you want to make a new bike booking.
- In the subject line put YOUR NAME and department.
- Check that you have the right times. 'Start Time' should be when you will expect to pick up and 'End Time' should be when you plan to return the bike.
- Click “Save”.
3) The other way to reserve a bike (can include inviting attendees, booking the room and booking the bike to get there, all in one place):
- Open MS Outlook.
- Select “Calendar” tab, in the lower left hand corner.
- Click “New Meeting Request”, from the top ribbon (the one that has small people icons in the view).
- Click “To”.
- If you want to see all the peoples and bikes schedules or availability you can select "Scheduling Assistant" in the top ribbon.
- Select the people you wish to attend the meeting by selecting them and clicking "Required".
- In "Address Book" drop down, select “All Bikes”.
- Select the bike you want to book and click 'Resources'
- Do the same for the meeting room if you need one.
- Click “OK”.
- Complete the subject line, location and meeting times for a normal meeting.
- Click “Send”. The bike will be booked (if available) when the meeting request is sent.