Using Outlook 2007 to schedule meetings and reserve rooms

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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.

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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 New... menu, select Meeting Request. A meeting window will open.
From the Meeting tab, click Scheduling Assistant.
Inviting attendees

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 OK when you are finished.
- To enter names manually, in the "All Attendees" list, click Click here to add a name. Type the name and press Enter.
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
1. 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.
2. 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.
3. Select the desired meeting time from the list.
Reserving a room and other resources
1. Click Add Rooms... on the lower left. In the resulting window, you can search the GAL.
2. Double-click to select any rooms you wish. Enter multiple rooms to view their availability; you can delete them before confirming the meeting. Click OK.
3. Follow the same procedure to schedule other resources.
4. 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.
To set a meeting reminder, choose an option from the "Reminder:" drop-down list.
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 Send to 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.

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Last modified on May 13, 2009.