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Room Reservation Instructions for Outlook

Using Outlook 2010

Scroll down further to see the Outlook Web Access version of these instructions.

Step 1. You can schedule meetings and reserve rooms in either of the following two ways:

  • Click on "New Items" and then select Meeting from the drop down list.
  • In the Calendar, double-click the time of day you want the Meeting to start.

 

Step 2. The Meeting Request window will open. You can write the subject and body of your email here. Record more information with each reservation: person reserving; purpose (class name, group meeting name), etc. Then, click on the Scheduling Assistant tab.

 

Step 3. There are two sections of the left of screen, "Add Attendees" and "Add Rooms", and the right hand side shows you busy or available time.

 

Step 4.

  • Invite Attendees
    Enter the names of the attendees, if needed. Once all names have resolved against the Global Address List (they'll all become links you can click), you will see bars appear to the right indicating existing appointments/meetings.
  • Finding a suggested time
    On the right side of the window, the "Suggested Times" area displays when participants and resources are free.
  • Reserving a room
    Click on "Add Rooms". This will bring you to a screen that will list all rooms. Double-click to select any rooms you wish. Enter multiple rooms to view their availability; Click ‘OK’.

You will now return to the "Scheduling Assistant" screen.
You can also edit the subject area of the Meeting request.

Step 5. Finally, this is how it should look like after you have added rooms and people.

 

Step 6. When you are finished, be sure to "Send" the reservation.

 

Using Outlook Web Access

Step 1. You can schedule meetings and reserve rooms in either of the following two ways:

  • Click the drop-down arrow next to "New" and then select Meeting Request.
  • In the Calendar, double-click the time of day you want the Meeting to start.

 

Step 2. The Meeting Request window will open. You can write the subject and body of your email here.  Record more information with each reservation: person reserving; purpose (class name, group meeting name), etc.
Then, click on the Scheduling Assistant tab.

Step 3. There are two sections of the left of screen, "Select Attendees" and "Select Rooms", and the right hand side shows you busy or available time.

 

Step 4.

  • Invite Attendees
    Enter the names of the attendees, if needed.  Once all names have resolved against the Global Address List (they'll all become links you can click), you will see bars appear to the right indicating existing appointments/meetings.
  • Finding a suggested time
    On the right side of the window, the "Suggested Times" area displays when participants and resources are free.
  • Reserving a room
    If you do not see any rooms listed under "Select Rooms". Then click on "Select Rooms" and "More" option. This will bring you to a screen that will list all rooms. Double-click to select any rooms you wish. Enter multiple rooms to view their availability; Click ‘OK’.

You will now return to the "Scheduling Assistant" screen.
Click on the check-box, to add a check-mark for your selected room. You can also edit the subject area.

Step 5. Finally, this is how it should look like after you have added rooms and people.

 

Step 6. When you are finished, be sure to "Send" the reservation.

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