Room Bookings in Outlook 2010

Transcription

1 Conestoga College Institute of Technology and Advanced Learning 299 Doon Valley Drive Kitchener, ON N2G 4M4 Room Bookings in Outlook 2010 Version Contents USING THE DESKTOP APPLICATION... 1 Creating a Meeting... 1 Appointment View... 2 Scheduling Assistant View... 7 Tracking the Attendees/Resources DETAILS WORTH NOTING USING THE WEB APPLICATION Creating a Meeting Tracking the Attendees/Resources... 14

2 USING THE DESKTOP APPLICATION Creating a Meeting Switch to Calendar view Click New Meeting in top left Rooms can be booked in both the Appointment and Scheduling Assistant views 1

3 Appointment View This works well if you just have a quick meeting to schedule, however, not as robust as the Scheduling Assistant view. Click on the Room Finder button in the Options section of the Ribbon Bar if the Room Finder is not already open The Room Finder is the right-hand pane 2

4 Choose a room list from the Show a Room List dropdown (e.g. Doon Meeting Rooms for all of the rooms at Doon) Select the room you d like to use and notice that it fills the Location box and adds the room to the To field (NOTE: If a room is already booked during this time it will not show up in the list) 3

5 You can also check the Suggested Times box for alternate times with the other rooms Rooms can also be added manually using the Rooms button at the end of the Location box 4

6 The Address Book will open to the Rooms section which lists the available resources located in the rooms as well as their seating capacity and location. 5

7 However, please keep in mind that with the Rooms button you can add rooms which are already booked. This will result in the auto-cancellation of the appointment via an that looks like this: This gives you the name of the person who has booked the room as well as the length of time to enable you to contact them if you really need that specific room. ***NOTE: Declined appointments are not removed from your calendar. This allows you the opportunity to edit the meeting time or room and send out an update to the participants. 6

8 Scheduling Assistant View I personally prefer this view. I find it easier to use because it shows you the schedule of a great number of rooms at once. Click on the Scheduling Assistant button Click on the Room Finder button in the Options section of the ribbon bar if the Room Finder is not already open 7

9 The Room Finder is the right-hand pane Choose a room list from the dropdown (e.g. Doon Meeting Rooms for all of the rooms at Doon) 8

10 This will load all the Doon meeting rooms available as well as their free/busy time schedules Click to highlight the room in the Choose an Available Room box, and this will put a checkmark on the room selected Return to Appointment view to finish filling out the required information or click Send if all of the meeting settings are complete 9

11 Tracking the Attendees/Resources You should receive an from the room mailbox indicating whether or not your room booking was accepted. It will look something like this: The notice should be almost instantaneous, but if you do not receive it you can manually check the status by opening the appointment and clicking on the Tracking button in the ribbon bar and choose View Tracking Status 10

12 The tracking sheet looks like this: NOTE: You will notice that the tracking sheet contains all of the rooms from the list. You only have to worry about the one with the checkmark in the box. DETAILS WORTH NOTING If you create a New Appointment rather than a New Meeting with only yourself as the attendee you cannot access the room finder If there are no rooms listed under Choose an Available Room check to make sure your meeting time/date is correct. You can still create appointments in the past which may be helpful for time tracking but will not allow you to choose rooms. To view a meeting room schedule on the Calendar home page, click on the Open Calendar tab, then Open Room List. Once you double-click on a room and then OK it will add it to a Rooms listing in the left-hand pane below Shared Calendars. 11

13 USING THE WEB APPLICATION Creating a Meeting Click on Calendar in the bottom left Click on the arrow next to New and choose Meeting Request 12

14 Click Resources Click on All Rooms in the top left, then double-click the room of choice 13

15 Tracking the Attendees/Resources Find the appointment and double-click it 14

16 Click on the Tracking tab 15