Reserving Meeting Rooms Using New Outlook

Introduction

This guide explains how to use the New Outlook to reserve meeting rooms effectively when sending group meeting invites. This helps ensure that all participants have a designated space for meetings.

Purpose

To streamline the scheduling process for meetings and optimize the use of available meeting rooms.

Scope

This procedure applies to all employees needing to schedule meetings with room reservations.

Procedure Steps

Preparation

Ensure you are logged into the New Outlook application.
Have the meeting details ready, including the date, time, attendees, and purpose.

Execution

Open the Outlook Calendar
1. Click on the "Calendar" icon at the left edge of the New Outlook interface.
Create a New Event
1. Click the "New Event" button at the top left of the screen.
Fill in Meeting Details
1. Enter the meeting title in the "Add a title" line.
2. Specify the date, start, and end time for the meeting.
3. Add the meeting description if necessary.
Add Attendees
1. In the "Invite attendees" field, enter the email addresses of the participants you want to invite.
Open the Room Finder
1. Click on the “Search for a Room or Location” field.
2. Select "Browse with Room Finder" from the drop-down menu.
3. In the Room Finder slide-out, under the Building filter, click on “Select a building.” Then click on Fairbanks and then the building containing the meeting room.
Select an Available Room
1. The Room Finder will display a list of conference rooms.
2. Choose an available room by clicking on it, which will add it to your meeting invitation.
Send the Meeting Invite
1. Review the meeting details, and when everything looks good, click the "Send" button to dispatch the invites to all participants.

Verification

Check your Outlook calendar to confirm the meeting appears at the scheduled time and the meeting room is reserved.

Troubleshooting

If the room is unavailable: You will be notified and may need to repeat Step 6 to select a different room.
If you have trouble finding a room: Use the Scheduling Assistant feature to see suggested times that fit your attendees' availability.

Documentation

Meeting details are automatically saved in your Outlook calendar. You can edit or view the meeting invite by clicking on it in your calendar.

Notes

Always confirm the meeting time and room selection before sending invites to avoid scheduling conflicts.