Scheduling Rooms and Meetings with Outlook

This document provides instructions for reserving a conference room using the Outlook 2010
calendar and meeting scheduling features. It assumes familiarity with the basic scheduling
features of the Outlook 2010 calendar.

Reserving a Room

The following procedure allows you to submit a room reservation request. If you want to
schedule a meeting with invited attendees, see the instructions that follow on Page 3.

1. In the Outlook
Calendar view,
choose New
Meeting in the
ribbon.

A new Meeting window will open.

2. Enter a Subject. This should be the

name of the event that will be using
the room.

3. Enter the Start and End times.

4. If the Room Finder pane is not already

visible on the right side of the Outlook
window, click on the Room Finder in the
ribbon.

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 Another way is to press on the
Button Rooms

5. Choose between :

SA\AO\TALA\DWT\101 First Floor , Videoconference + Voice

SA\AO\TALA\DWT\202 Second Floor
SA\AO\TALA\DWT\203 Second Floor
SA\AO\TALA\DWT\305 Third Floor , Voice
SA\AO\TALA\DWT\306 Third Floor
SA\AO\TALA\DWT\411 Fourth Floor , Videoconference + Voice
SA\AO\TALA\DWT\514 Fifth Floor , Videoconference + Voice

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 You will see the availability of the Conference Rooms . The Blue bars are indicating
this Room is busy at that time

Select one of them , on this example we will select one on Third Floor

You will see de

availability in the
_ bottom of left panel

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 6. Click on one of the available rooms displayed in the room finder. Only rooms available
for your selected start and end times will show in the list.

NOTE: The Room Finder panel can be expanded by dragging the left border.

You can continue adding more

people to the Meeting , then click on
Appointment

This will add that room to the To: field and the Location: field

You can add other participants for this meeting

7. Click Send.

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 You will receive an automatic email reply noting that the room is tentatively reserved. You will
receive another email when the reservation is confirmed.
If there is any conflict, an email will be sent also, indicating that the Room is busy and this will
be rejected.

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 Rescheduling a Meeting

If you already know that for any reason the meeting must be postponed, you must also
change it in Outlook.

Go to Calendar and double click on your Meeting, now you will be able to change the time and/or
hour , after you finish , press SAVE & CLOSE

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 Canceling a Meeting
If you already know that for any reason the meeting must be canceled, you must also cancel it
in Outlook.

Go to Calendar and double click on your Meeting, right click on it, the DELETE

An email will be sent

indicating the meeting has
been Declined

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 Display the Meetings

To display all meetings in all selected Meeting Rooms is very easy and useful

Go to Calendar , Right click on Rooms / Add Calendar / From Address Book

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Then Select the seven Meeting rooms in our Office:
SA\AO\TALA\DWT\101 First Floor
SA\AO\TALA\DWT\202 Second Floor
SA\AO\TALA\DWT\203 Second Floor
SA\AO\TALA\DWT\305 Third Floor
SA\AO\TALA\DWT\306 Third Floor
SA\AO\TALA\DWT\411 Fourth Floor
SA\AO\TALA\DWT\514 Fifth Floor

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