Using Outlook Web Access to schedule meetings and reserve rooms

Note: If your departmental conference rooms have been converted to the Exchange 2007 resource room object type (this includes all UITS rooms), you should follow the instructions in Scheduling meetings at IU using Exchange 2007 resource rooms. If you are unsure, contact your LSP (local support provider) or departmental room coordinator.

In Outlook Web Access (OWA), the Scheduling Assistant was created to ease the task of finding open times for participants and resources when creating a meeting. When you create a meeting request, you can enter the names and resources you wish to participate in the meeting, and the Scheduling Assistant will show times that the participants are free, and if they have a conflict with the time you are proposing.

To use the Scheduling Assistant:

OWA Premium

1. Start a new Calendar entry. You can do this in either of the following two ways:
   
   
   • Click the drop-down arrow next to "New" and then select Appointment or Meeting Request.
   • In the Calendar, double-click the time of day you want the Appointment or Meeting to start.
   
   
2. The Appointment or Meeting Request window will open. Click the Scheduling Assistant tab.
   
   
3. Enter the names of the attendees and, if needed, the rooms or other resources in the address book that will be part of the appointment or meeting.
   
   
4. Once all names have resolved against the Global Address List (they'll all become links you can click), you will see bars appear to the right indicating existing appointments/meetings. On the right side of the window, the "Suggested Times" area displays when participants and resources are free. Adjust the "Duration:" setting if needed, and the list will reflect your changes.
   
   
5. When you are finished, be sure to save your meeting.

OWA Light

1. Select the Calendar view.
   
   
2. Start a new calendar entry by clicking either New Appointment or New Meeting Request.
   
   
3. If you selected New Appointment, click Invite Attendees to see the fields in which you must enter attendees and resources. If you selected New Meeting Request, you will already see this screen. Enter the participants in either the Required... or Optional... fields. Enter the resources in the Resources... field.
   
   
4. Click the Scheduling Assistant tab. You will now see a list ordered by times and showing how many of the participants and resources you selected are free. If there are conflicts, the name of the user or resource will display next to the word "Conflicts:".

   If no times have all participants and resources free, either modify the setting in "Duration", or select a different day by clicking one in the calendar provided to the left.

5. When you are finished, be sure to save your meeting.

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