Reserving a room in an Outlook Meeting

Reserving a room in an Outlook Meeting

Many of the Woodhouse Conference rooms are setup as a resource in Outlook so you can book the room when you create a meeting.  All conference rooms at the Admin building are setup to be scheduled.  By scheduling the room with your meeting, you ensure the room is not already reserved by someone else and ensure you have the room when you need it.
  1. Create your meeting and click in the section for "Search for a room or location"

  3. Click "Browse with Room Finder"
  4. Select the desired room for your meeting.
  5. At the top of the meeting click "Scheduling Assistant"

  7. You will now the desired room and its availability.  You can also invite al your other attendees and see if they are available at your desired time.
    1. You will not see what anyone calendar items are, this will be hidden, you will only see if they are free or busy.
    2. In the screen shot below my login can see who has the room booked.  You login will not see this, you will only see if the room is free or busy.
      1. If you have a conflict and would like to contact the person who has the room book you can open a ticket with the helpdesk, and we can connect you with the person who has the room reserved.
  8. At the top of the "New Event" Window click "Event" to return to the meeting invitation window. Finish entering the meeting title and description and click Send.
  9. If the room was available at the time of your meeting request you will receive a meeting acceptance notice from the room in your inbox.
    1. If the room is not available you will receive declined email in your inbox.
    2. If you receive a decline email notice you do not have the room for you meeting and will need to make other rrangements.  

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