Booking the Boardroom and privacy pods

Booking the Boardroom for an offline meeting

This is straightforward for Canberra office colleagues. If you’re not using the Boardroom’s meeting bar, you can just book the room.

Include the Boardroom’s email address boardroom@dietitiansaustralia.org.au in the Required list of attendees when creating a meeting, as you would for other rooms.

Invites to colleagues and the Boardroom auto-attach a Microsoft Teams meeting link.

For offline meetings, click Don’t Host Online to delete this information from your meeting invite. It will disappear from the Location field and the body of the meeting text highlighted below.

While the Boardroom will automatically accept or reject the meeting request based on availability, you can save hassle and check availability while making the meeting using the Scheduling Assistant.

Click Send to create the booking.

Once you send the meeting invite, a room’s automatic accept/reject replies based on availability can take up to a minute arrive by email so keep your eye out for them.

Booking and including the Boardroom in a Microsoft Teams meeting

NOTE that using Teams is now the only available option for video meetings in the Boardroom. Switching to Zoom mode used to be possible, requiring a few admin steps and a reboot, but since a product update it is not feasible to switch modes anymore.

The Boardroom videoconferencing equipment became Teams only in February 2024.

It’s advised to schedule Teams-only meetings for the Boardroom and investigate other less-friendly possibilities in advance if you are sure that Teams is not appropriate. Using an alternate approach will mean not using the Yealink camera and audio, until future updates allow a different kind of connection.

Including the Boardroom during meeting setup

Add boardroom@dietitiansaustralia.org.au to the Required attendees list. Microsoft Teams meeting information is automatically included and is linked to the Boardroom equipment. The Location automatically shows both Microsoft Teams Meeting and Boardroom.

While the Boardroom will automatically accept or reject the meeting request based on availability, you might want to save hassle and check availability while making the meeting using the Scheduling Assistant.

Anyone wanting to share content during a Boardroom Teams meeting should be one of the invitees. If in Canberra they should take a laptop into the meeting, be connected by Wi-Fi, join via the laptop, and screen share at the appropriate time.

Send the Invite.

Previous notes apply for checking availability and auto accept/rejection of meeting invites based on availability.

You can also create meetings while in the Boardroom, if it is available.

Starting an unscheduled meeting while in the Boardroom

Use the boardroom meeting tablet and tap Meet Now.

Invite attendees by adding their names to the invite list. They will be called as if you had started an ad-hoc video call from your computer.

Booking privacy pods or other rooms

You can use these email addresses in meeting invites items to book the rooms:

The first time you try to book these room resources, you’ll likely need to type the full email address. From then on, Outlook will remember the names.

Including room email addresses in the Required line of your meeting invites will automatically book the rooms (if available) and will also add them as the Location. Once you send the meeting invites, room replies can take up to a minute to be accepted/refused so keep your eye out for them. Use the Scheduling Assistant while creating a meeting to improve planning. Checking availability before or while creating a meeting invite saves the potential nuisance of rescheduling for all invitees if the room is not available.

Click Send to create the booking.

Rooms will automatically accept the meeting request if they are not already booked, and will automatically reject the meeting request if not available. The reply arrives by email as it does for invited colleagues.

Using pod rooms – especially for the first time

Give yourself time to ensure all the equipment in a pod room is working well with your laptop, especially on first use.

Privacy pods all contain a dock with USB-C to connect your laptop to the room's screens, wired internet/network connection, keyboard, mouse, and power, but you may need to take your headset for audio (either connecting it to the dock audio jack on the front, or to a USB port, depending on the headset).

When you first use a pod room you may want to change what the screens are showing, how the displays are configured side by side and with your laptop screen – please follow the advice here: Microsoft knowledge base on setting up multiple displays.

To make sure your laptop lid can close without putting the laptop to sleep, follow this guide.

Please leave the pods tidy and don't take anything away from them.