How to Set-up a Conference Room using MS Outlook

Now Available in OIS via MS Outlook Select conference room resources are available to plan a meeting and reserve a room electronically. Check room availability and schedule information. Eliminate room reservation confusion

Advantages Of Automated Conference Rooms 1.Organizer is now able to view the availability of conference rooms. 2.Minimizes the hassle of phone calls. 3.Still enables ownership of resources. 4.When a meeting is canceled it is removed from the resource calendar. 5.When a recurring meeting is sent to the owner, outlook will indicate any conflicts with the schedule.

Create a New Appointment Once the new appointment window appears click on the invite attendees button

Adding Resources and Attendees Once you have clicked the Invite Attendees button a ‘To” button and entry bar should appear. Click the “To” button.

Adding a Resource Select the desired room for your appointment. Click on the resource button.

NOTE The current OIS rooms that are available for Outlook scheduling at this point are Room 31, 41G, 41H, 41I, 48, 59 and 209 When Searching the address book for a room resource use the following.  PW, Room 209 HSH WOB  PW, Room 31 HSH WOB  PW, Room 41G HSH WOB  PW, Room 41H HSH WOB  PW, Room 41I HSH WOB  PW, Room 48 HSH WOB  PW, Room 41I HSH WOB  PW, Room 59 HSH WOB

Adding a Resource and Attendees  From here the organizer could assign the attendees for the meeting.  When resource button is pressed the resource name will appear in the resource area.  Click OK

Checking The Details Once OK is selected the organizer will see that the detail will appear in the “to” bar. A subject can now be entered. The location of the appointment will be specified in the location bar. Notes and attachment may be added.

Checking Availability Click the attendee availability tab.

Note: Clicking the Attend availability is vital part of reserving a conference room. The meeting organizer MUST check the room availability before sending the appointment. (Checking the availability of the room before sending the appointment will greatly reduce the risk of the room being declined.)

Availability Window The organizer will now be able to view the availability of the resource and the attendees. Note: Changes can also be made from this screen. When the organizer is satisfied with the the appointment, click the Send button to to create the appointment

Confirmation of Appointment When the appointment response is Confirmed. The organizer will be sent an acceptance confirmation, stating that the resource owner has accepted the appointment

Conference Room Information Select Resource properties and select the Phone/Notes tab To view conference room details such as the capacity of people the room holds, is a phone available, overhead projector.

Additional Options The organizer is now available to view the availability of all conference rooms. By adding all conference rooms to the attendee list and selecting the attendee availability tab