What is a Workspace?

With many DePaul employees now working remotely, some departments have opted to move from permanent individual office spaces to temporary shared Workspaces. Each Workspace can be individually reserved through your DePaul BlueM@il account. Workspaces are often offices, cubicles, or any place commonly used as a workstation. Additionally, if you find yourself on campus unexpectedly, you can also enter a same-day reservation to indicate to others that you are using that Workspace. These Workspaces are not available for just anybody to reserve, their access is restricted by office or department. If your department has not yet requested that Workspaces be created for your use, please submit a Resource Mailbox Request.

Watch this Video about Reserving a Workspace in Outlook

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Reservation Rules:

• Reservations must be for at least one hour, at most 24 hours/all day, and cannot be made more than 30 days in advance. The recommendation in most cases is to choose “all day.”
• Recurring reservations are not allowed.
• Only one person may book each Workspace.
• Workspace reservations are restricted to the departments/employees allowed to use that Workspace area.
• Multiple departments might be sharing Workspace areas. When booking a Workspace, you will see that the Workspace names end with the department to which they are primarily assigned (e.g. “-IS,” “-AVPOps,” “-Audit,” or “-FinAff.”)
• Please choose a Workspace designated for your department if one is available.
• If all your department’s Workspaces are already booked, you may choose one from another department that shares that area with your department.

VERY IMPORTANT! Watch for a reply email from the system. If you do not receive a reply email or the reply’s subject contains “Declined” and the body states that “Your meeting request was declined,” your booking was not successful, and the Workspace is not reserved for you!

• If you do not receive a reply, the request was created improperly. Please review the directions below for your chosen method.
• If your request was 'Declined', the reply should contain some information about why your request was declined to help you enter a new one. This is typically due to not meeting one or more of the rules mentioned above.
• The meeting will not be removed from your personal calendar (you’ll need to do that yourself), but it will not be recorded on the Workspace’s calendar and so the workspace is not reserved for you.

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Reserve a Workspace in Outlook Desktop

1. Open your DePaul BlueM@il account in Outlook.
2. Open a new meeting.
3. For Title, type in your name.
4. Set the date/time you prefer keeping in mind the reservation rules above.
5. Use the Room Finder to find the Workspace you would like to book.
   
   1. Change the Room Finder “Conference Room” default option in the Type menu to “Workspace.” 
   2. The Room Finder will list all Workspaces, even those you do not have access to book. If you are unsure which you have access to, inquire within your department.
   3. The Room Finder will tell you which rooms are available, and which are not for the time you selected
   4. 
6. Click on an available room, which will automatically fill-in the Location field of your meeting. 
7. Click Send.

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Reserve a Workspace in Outlook on the Web

1. Open your DePaul BlueM@il account in Outlook on the Web.
2. Open a new event.
3. For Title, type in your name.
4. Set the date/time you prefer keeping in mind the reservation rules above.
5. Click on Search for a room or location.
6. Click on Browse with Room Finder.
7. Change the Room Finder “Conference Room” default option in the Type menu to “Workspace.” 
8. The Room Finder will list all Workspaces, even those you do not have access to book. If you are unsure which you have access to, inquire within your department.
9. The Room Finder will tell you which rooms are available, and which are not for the time you selected
10. 
11. Click on an available room, which will automatically fill-in the Location field of your meeting. 
12. Click Send.

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Reserve a Workspace in Outlook iOS or Android

Note: We currently do not recommend using Outlook for Android to book a workspace. We have discovered a bug where you do not get confirmation that the space has been booked. As a workaround we recommend using Outlook for the Web, which can also be accessed using a web browser on your mobile device.

1. Open your DePaul BlueM@il account in your Outlook Mobile App.
2. You may need to enable the Workspace Booking feature in the app’s settings if you have not done so already.
3. Tap the Calendar icon.
4. Press the blue plus (+) icon in the bottom right of the app and choose “Book a Workspace.”  On iOS you may need to long press to get the menu.
5. Set the date/time you prefer keeping in mind the reservation rules above.
6. Select a Building.
7. Select a Workspace.
8. The Room Finder will list all Workspaces, even those you do not have access to book. If you are unsure which you have access to, inquire within your department.
9. The Room Finder will tell you which rooms are available for the date/time you selected.
10. Tap the checkmark.