At IU, using Outlook, Outlook Web Access, or Entourage, how do I find Exchange 2007 resource rooms to schedule a meeting?
Note: These instructions apply after your departmental resource rooms have been converted to the Exchange 2007 resource room object type. If you aren't sure, check with your local support provider (LSP) or resource room owner. If this has not yet happened in your department, see the instructions for scheduling meetings in Outlook 2007, 2003, or OWA (Outlook Web Access).
On this page:
Outlook 2007
- In a new meeting request or existing calendar event, click
Rooms...near the upper right. If you do not see this button, clickInvite Attendeesin theAppointmentwindow.
- In the
Select Roomswindow, do one of the following:
- If you know the room you wish to book, type the beginning of its name.
- Search more fields (only possible if your LSP or resource room
owner has entered data into further optional fields). Near the top,
click
More columns, and perform your search based on other criteria including room name (partial or complete, must start from beginning as noted above) or geographical location (must start from beginning of street address).In the resulting list of rooms, your LSP or resource room owner may have entered additional helpful data into the geographical location (Location), room phone number (Business Phone), and room Capacity fields.
- Select the room(s) you wish to reserve. Click
Rooms, and then clickOK. The room(s) will be added to your meeting request. Be sure to check for conflicts underScheduling; rooms will not book if a conflict exists.
Outlook 2003
- In a new meeting request or existing calendar event, click the
To...button. If you do not see this button, clickInvite Attendeesin theAppointmentwindow.
- In the
Select Attendees and Resourceswindow, make sureGlobal Address Listis selected in the upper left underneath "Show Names from the:". ClickAdvancedand thenFind....
- In the
Display name:field, type the beginning of the name of the conference room(s) you wish to reserve. ClickOK.
- In the resulting list, click the resource room(s) you wish to
attempt to book. Click
Resources.Note: In the resulting list of rooms, your LSP or resource room owner may have entered additional helpful data into the geographical location (Office) or room phone number (Business Phone) fields.
- Click
OK. The room(s) will be added as resource rooms in your meeting request. Be sure to check for conflicts underScheduling; rooms will not book if a conflict exists.
Outlook Web Access (OWA)
- In a new meeting request or existing calendar event, click
Resources....
- Make sure
Global Address Listis selected on the left.
- In the text field, type the beginning of the name of the room(s)
you wish to book. Alternatively, you can click the magnifying glass
icon to search.
Note: In the resulting list of rooms, your LSP or resource room owner may have entered additional helpful data into the geographical location (Office) or room phone number (Business Phone) fields.
- Select the room(s) you wish to book.
- For OWA Premium (Internet Explorer on Windows), click the
Resourcesbutton below, and then clickOK.For OWA Light (non-Windows, browsers other than Internet Explorer), click
Resourcesnear the top, and then clickDone. - Continue with your meeting request or event update as usual, ensuring that no conflicts exist.
Entourage 2008
Existing calendar events
- In an existing Calendar Event, click
Inviteto add attendees or rooms.
- In the pull-down box above the list of names (by default this
includes yourself), make sure that
Default Global Address List (username)is selected, whereusernameis your own username.
- In the "Filter" field, type the beginning of the name of the
resource room(s) you wish to book.
- Close the
Invitedialog box. Make sure no conflicts exist before sending a meeting update.
New calendar events
- Click the Address Book icon.
- In the left pane, make sure to select the item under "Directory
Services". This will appear as the same name you gave your account
when you set up Entourage to access your Exchange account. If nothing
appears under "Directory Services", see step 6 in At IU, in Mac OS X, how do I configure Entourage 2004 or 2008 to access my Exchange account?
- Click
Editand thenAdvanced Search....
- In the "Criteria" section, change
Full Nameto one of the following:
- To search the resource room name(s), keep
Full nameselected. - To search on geographical location, select
Office. - To search on room phone number, select
Phone.Note: The Office and Phone fields are available only if your LSP or resource room owner has entered data into those fields.
- To search the resource room name(s), keep
- In the field next to your selection (after "Contains"), type text
to search on, relative to what you selected in step 4. Searching
should take less than a minute. The status bar of the
Entourage parent window will show "Searching: ads.iu.edu...".
- In the resulting list, select the resource room(s) you wish to
book. Click
Invite.
- Schedule your meeting as usual, making sure no conflicts exist.
Last modified on May 13, 2009.







