Sample of Work - Users Guide

Meeting Room Reservation

Using Microsoft Outlook 2010

Table of Contents

Create Room Reservations...................................................................................................................................................... 2
Create a Room Reservation (Open room) – Meeting Request ........................................................................................... 2
Create a Room Reservation (Restricted room) – Meeting Request ................................................................................... 7
Create a Room Reservation (Open room) – Appointment Only, No Invitees..................................................................... 9

Create a Recurring Room Reservation.................................................................................................................................. 12
Cancel a Room Reservation (Open Room, Restricted Room, or Appointment Only)........................................................... 14
Update Existing Meetings in Outlook ................................................................................................................................... 16
Appendix ............................................................................................................................................................................... 19

Alternate Method of Creating a Meeting – Using Appointment and Adding Invitees ..................................................... 19
Add a Room Calendar to Outlook Account ....................................................................................................................... 20

Please contact the Technology Service Desk with questions.

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Create Room Reservations

Create a Room Reservation (Open room) – Meeting Request

1. Access Microsoft Outlook
2. While in Mail section, click on New Items button on the Home tab; click on Meeting.

**OR, while in Calendar section, click on New Meeting.

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3. Fill in To and Subject. To find a room, click on Rooms.

4. In Select Rooms pop-up window, search for desired room. Double-click on highlighted room or click on Rooms
button to add. Click OK.

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5. Choose desired Start Time and End Time.
6. In the Room Finder, see Suggested times section to show room availability or,

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7. Click on Scheduling Assistant to show Room’s availability.

8. Click Send.

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9. Auto-confirmation is received if room is available.

Accepted Email
10. Auto-decline is received if room is already booked; another room needs to be selected.

Meeting Room Reservation Guide Declined Email

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Create a Room Reservation (Restricted room) – Meeting Request

1. Follow steps 1 – 8 (from the Create a Room Reservation –Open Room section) to set up the meeting request.

2. Since room requested is restricted, an auto-tentative email will be received.

Tentative Email

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3. Once delegate approves the room, an approved email will be sent to user.

Accepted Email
4. If declined email is received, meeting organizer should search for another room and update meeting invite.

Declined Email Note: If room is declined, user
MUST manually update the
meeting invite with another
room.

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Create a Room Reservation (Open room) – Appointment Only, No Invitees

1. While in Mail section, click on New Items button, click on Appointment.

2. Fill in Subject, Start Time and End Time. Click on Scheduling Assistant.

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3. In Scheduling Assistant view, click on Add Rooms button.

4. In Select Rooms pop-up window, search for desired room. Double-click on highlighted room or click on Rooms
button to add. Click OK.

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5. Click on Appointment button to get back to meeting details. Click Send.

6. Auto-confirmation is received if room is available.

Meeting Room Reservation Guide Accepted Email

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Create a Recurring Room Reservation

1. Follow steps 1 – 8 to set up the meeting request. (Check these steps and add section these steps are in); click on
Recurrence button.

2. Setup recurrence schedule; click OK.

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3. On Meeting Series, click Send.

4. Auto approval email received.

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Accepted Email

Cancel a Room Reservation (Open Room, Restricted Room, or Appointment Only)

1. Find the meeting (or appointment) to cancel; double-click to open.

2. In meeting details screen, click on Cancel Meeting button.

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3. Confirm cancellation and click on Send Cancellation button.

4. Cancellation emails will be sent to any invitees, if any, and automatically removed from room’s calendar (User

can confirm meeting was removed with delegate if room is a restricted room).

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Update Existing Meetings in Outlook

1. Find your meeting in Microsoft Outlook and open the meeting or meeting series.

2. Delete room from To section (location updates to blank). Click on Rooms.

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3. In Select Rooms, search for the meeting room. Double-click the room and click OK.
4. Click on Send Update button to update your meeting invite.

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5. Auto confirmation is received if room is available.
Accepted Email

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Appendix

Alternate Method of Creating a Meeting – Using Appointment and Adding Invitees

1. In Calendar section, click on New Appointment on the Home tab.

2. Click on Invite Attendees button.

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3. Appointment view is switched to Meeting view. Follow steps 1 – 8 (from the Create a Room Reservation –Open
Room section) to set up the meeting request.

Add a Room Calendar to Outlook Account

1. While in Calendar section, click on Open Calendar button in the Home tab and click on From Room List.

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2. Search and select room to add; click OK
3. Room’s calendar will now be added to user’s calendar list

Please contact the Technology Service Desk with questions.

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