How to Schedule Rooms in Outlook
Automated Resource Booking allows users to schedule rooms when setting up meetings in their Outlook calendar. Users can see free/busy times for rooms, and room requests are automatically approved or declined.
A room has its own calendar, which can be viewed in a meeting request much like an individual’s calendar. When a request for a room is accepted, an event is added to the room’s calendar and to the meeting organizers calendar.
Scheduling a Room
There are two ways to schedule a room for your meeting as described below. Once a room is added, it will appear in both the “To:” and “Location:” fields of the invitation.
Option 1 for inviting a room to your meeting:
1. Open a new meeting request
2. Click on “Rooms”
3. You’ll see a list of rooms available to you… Select the Room and Click Rooms button then Click OK.
**You do not need to add the room on the “To:” field as currently done.**
4. Add people to the meeting and send.
Option 2 for inviting a room to your meeting:
1. Click on the Address Book button and type Conf to search for the Conference Rooms
2. Select the room from the Global Address Book
3. Click the Resource button in the dialog box.
**You must add the room using the “Resources” field or the room will not be reserved.**
4. You can Add your Required and Optional recipients from this window and click OK. Set the Date and Time and send the invite.
You will receive an Email Confirmation if the Room and Time are available.If the Room is booked at that time you will get an email declining your meeting request.