ARCHIVED: Using Outlook 2007 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 instead follow the instructions in ARCHIVED: Scheduling meetings at IU using Exchange 2007 resource rooms. If you are unsure, contact your LSP (local support provider) or departmental room coordinator.
On this page:
- How to schedule a meeting
- Reading the schedule
- Revising meeting details after a meeting is scheduled
How to schedule a meeting
At Indiana University, you can use the Calendar function in Microsoft Outlook to invite attendees to a meeting, and to reserve rooms and resources (e.g., projectors or other devices your department provides within the Microsoft Exchange environment). To schedule a meeting in Outlook 2007:
- On the Toolbar, in the
Meeting Request. A meeting window will open.
- From the
You can either select attendees from the Global Address List (GAL) or enter them manually:
- To use the GAL, click
Add Attendees.... Double-click to add an attendee to the
Required ->field, or select and click
Optional ->. (Attendee classifications are taken into account in the "Suggested Times:" list on the right.) Click
OKwhen you are finished.
- To enter names manually, in the "All Attendees" list, click
Click here to add a name. Type the name and press
To change the required/optional classifications, right-click the icon next to an attendee's name in the list and select the desired classification.
Finding a suggested time
- From the small calendar on the right, select the desired meeting
day. From the "Duration:" drop-down menu, select the appropriate
meeting length. Alternatively, use the "Start time:" and "End time:"
menus near the bottom of the screen.
- A list of possible meeting times will appear on the right under
"Suggested Times:". The list automatically sorts and displays all
the possible meeting times on the chosen date, based on attendee and
resource availability and meeting duration. If no times work during
the day you have selected, repeat the above steps to find a better
day and time.
- Select the desired meeting time from the list.
Reserving a room and other resources
Add Rooms...on the lower left. In the resulting window, you can search the GAL.
- Double-click to select any rooms you wish. Enter multiple rooms to
view their availability; you can delete them before confirming the
- Follow the same procedure to schedule other resources.
- All individuals, rooms, and resources will be listed in the "All Attendees" list. Verify the date and time of your meeting, and delete any rooms or resources you don't wish to use. You may need to adjust the meeting time based on availability of a room and other resources.
- To use the GAL, click
- To set a meeting reminder, choose an option from the "Reminder:"
- At the top of the screen, click
Appointment. This will return you to the untitled message window that includes the date, time, and recipients of your meeting request. Enter a subject and message for your request, and click
Sendto send your invitation.
Reading the schedule
The top line (dark gray) is the summary of everyone's schedule.
- Green (start) and red (end) bars appear within the day of the
meeting, marking off its start and end times.
- Appointment time color indicators are as follows:
- Blue: Busy
- Blue and white striped: Scheduled with tentative appointments
- Purple: Scheduled as "out of office"
- Black and white striped: Time periods for which Outlook has no information
Revising meeting details after a meeting is scheduled
If you need to change meeting plans after your meeting is scheduled, open the meeting in your Outlook Calendar and use the instructions above to make any needed adjustments (e.g., meeting time, room). Then send the revised meeting to the attendees. The revised meeting will appear on your Calendar.
Last modified on August 27, 2012.