Schedule meetings and reserve rooms at IU
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Overview
If you have an Indiana University Exchange account, you can use Microsoft Outlook or IU's Outlook on the web to schedule meetings and reserve rooms at IU.
Outlook
Microsoft 365 for Windows
- In Microsoft Outlook, from the menu, select .
- In the "Required" field, type any usernames, email addresses, or full names of those you wish to invite. Alternatively, select Global Address List (GAL) or your own contacts list.
If you wish, you can use the "Optional" field or button to invite optional attendees in the same way.
and search from the - Choose .
- In the "Select Rooms" window, 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 IT Pro or resource room owner has entered data into further optional fields). Near the top, select , and perform your search based on other criteria including room name (partial or complete, but must start from the beginning) or geographical location (must start from the beginning of the street address).
In the resulting list of rooms, your IT Pro or resource room owner may have entered additional helpful data into the geographical location ("Location"), room phone number ("Business Phone"), and room capacity ("Capacity") fields.
- Select the room(s) you wish to reserve. Choose , and then . The room(s) will be added to your meeting request.
- Type a subject for the meeting, and select a desired date and time.
For a recurring meeting, select UITS strongly recommends not scheduling recurring meetings for more than one year at a time.
or . Choose the type (for example, weekly or monthly) and range (for example, a set number of occurrences or a date range). To lessen the chance of conflicts, - Select .
- Check for conflicts, as your room will not be scheduled if conflicts exist. Choose in the ribbon. For a recurring meeting, double-check the first few instances for conflicts by moving the scroll bar to the right.
- From the tab or ribbon button, check other details and settings such as reminder, busy/free/tentative, notes or attachments, and time and date. If you revise the time or date, be sure to check again for conflicts.
- To schedule your meeting, choose .
If you correctly scheduled the meeting, you as the organizer will receive confirmation email in the form of an accepted meeting response from any resource room you included. If you receive any declined responses, you will need to reschedule the entire meeting.
Microsoft 365 for Mac (new user interface)
The following instructions are for the version of Microsoft 365 for Mac released in February 2022. If you are using an older version of the client, see the legacy user interface section below. If you don't know which version you have, select , and look for an option to . If you see this option, your client is using the new user interface.
Note that this user interface can only search for meeting/resource rooms by name. If you do not know the full name, you might search for part of the building name, the two-letter building code, the department that owns/manages the room, or even the address of the building the room is located in. If you do not know any part of the official name of the room as it is listed in the GAL, you may need to revert to the legacy interface and follow instructions there to search using the "more columns" search, as that method can look at more information. For example, bl-ff-208 can be used as a search term to find Franklin Hall 208 in the legacy interface via a search using the "more columns" search (because that room has bl-ff-208 listed in the email address column for the room). However, you cannot currently find the room by the same term in the new user interface, since it is not part of the room's actual name.
- In Microsoft Outlook, navigate to > > .
- In the "New Event" field, enter a name or subject for your meeting.
- To reserve a room for your meeting, on the "Add a location" line, enter the ADS resource name of the room you want to reserve (for example,
Franklin Hall 208
orin-uits-it-205
), and then select it from the drop-down menu.If you don't know the entire resource name, you can try searching for it:
- Select the line.
- Enter the first few characters of the resource name; for example:
- Entering
Franklin
finds Franklin Hall 208. - Entering
in-uits-it
finds several reservable spaces in the ICTC building at IUPUI.
- Entering
- In the search results, find the desired room, and then select its name. You should see the room listed on the "Search for a room or location" line.
- Choose . You should see the room listed on the "Location" line.
- To invite someone to your meeting, on the "Add required people” line, enter the person's IU username, and then press
Enter
orReturn
. - Select the date, time, meeting duration, and reminder. For a recurring meeting, use the UITS strongly recommends not scheduling recurring meetings for more than one year at a time. drop-down menu to set the repeat pattern and number of recurrences. To lessen the chance of conflicts,
- If desired, enter text in the composition field to include additional information (for example, a meeting agenda) in your invitation.
- When you are finished, at the top, choose .
Alternatively, you can use the Scheduling Assistant to help you find a time and location that will be free for most attendees.
- In Microsoft Outlook, navigate to > > .
- Choose .
- Use the and/or controls to invite people to the meeting.
- Use the calendar to select the date, time, and duration of your meeting. (Meeting recurrence cannot be configured in this window.)
- Use the control to reserve a room.
- In the upper left, choose to return to the new event window. The people you selected should be listed on the attendees line, the room you selected should be listed on the location line, and the date and time you selected should be displayed under "Suggested times".
- In the "Event" field, enter a title or subject for your meeting.
- For a recurring meeting, under "Repeat", use the drop-down menu to set the repeat pattern and number of recurrences. To lessen the chance of conflicts, UITS strongly recommends not scheduling recurring meetings for more than one year at a time.
- If desired, enter text in the composition field to include additional information (for example, a meeting agenda) in your invitation.
- When you are finished, at the top, choose .
Microsoft 365 for Mac (legacy user interface)
- In Microsoft Outlook, from the menu, select .
- In the "To..." field, type any usernames, email addresses, or full names of those you wish to invite. Alternatively, select the book icon and search from the Global Address List (GAL) or your own contacts list.
- To the right of the "Location:" field, select the book icon.
- In the "Search Contacts and Rooms" window, 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 IT Pro or resource room owner has entered data into further optional fields). Near the top, choose , and perform your search based on other criteria including room name (partial or complete, but must start from the beginning) or geographical location (must start from the beginning of the street address).
In the resulting list of rooms, your IT Pro or resource room owner may have entered additional helpful data into the geographical location ("Location"), room phone number ("Business Phone"), and room capacity ("Capacity") fields.
- Select the room(s) you wish to reserve. Choose . The room(s) will be added to your meeting request. Be sure to check for conflicts under "Scheduling"; rooms will not book if a conflict exists.
- Type a subject for the meeting, and select a desired date and time.
For a recurring meeting, select UITS strongly recommends not scheduling recurring meetings for more than one year at a time.
. Choose the type (for example, weekly or monthly) and range (for example, a set number of occurrences or a date range). To lessen the chance of conflicts, - Select .
- Check for conflicts, as your room will not be scheduled if conflicts exist. To do so, select in the ribbon. For a recurring meeting, double-check the first few instances for conflicts by moving the scroll bar to the right.
- From the ribbon button, check other details and settings such as reminder, busy/free/tentative, notes or attachments, and time and date. If you revise the time or date, be sure to again check for conflicts.
- To schedule your meeting, choose .
If you correctly scheduled the meeting, you as the organizer will receive confirmation email in the form of an accepted meeting response from any resource room you included. If you receive any declined responses, you will need to reschedule the entire meeting.
Outlook on the web
- Log into Outlook on the web. From the menubar on the side, choose .
- In the top left corner, select .
- For "Event", enter a name or subject for your meeting.
- To reserve a room for your meeting, on the "Search for a room or location" line, enter the ADS resource name of the room you want to reserve (for example,
Franklin Hall 208
orin-uits-it-205
), and then select it from the drop-down menu.If you don't know the entire resource name, you can try searching for it:
- Select .
- Enter the first few characters of the resource name; for example:
- Entering
Franklin
finds Franklin Hall 208. - Entering
in-uits-it
finds several reservable spaces in the ICTC building at IUPUI.
- Entering
- In the search results, find the desired room, and then select its name. You should see the room listed on the "Search for a room or location" line.
- Choose . You should see the room listed on the "Location" line.
- To invite someone to your meeting, on the "Invite attendees" line, enter the person's IU username, and then press
Enter
orReturn
. - Select the desired date, time, meeting duration, and reminder. For a recurring meeting, use the "Repeat" drop-down menu to set the repeat pattern and number of recurrences. To lessen the chance of conflicts, UITS strongly recommends not scheduling recurring meetings for more than one year at a time.
- If desired, enter text in the composition field to include additional information (for example, a meeting agenda) in your invitation.
- When you are finished, at the top, choose .
Alternatively, you can use the Scheduling Assistant to help you find a time and location that will be free for most attendees.
- Log into Outlook on the web. From the menubar on the side, choose .
- In the top left corner, select , and then choose .
- Use the calendar to select the date, time, and duration of your meeting. (Meeting recurrence cannot be configured in this window.)
- Use the and/or controls to invite people to the meeting.
- Use the control to reserve a room.
- In the upper left, choose to return to the new event window. The people you selected should be listed on the attendees line, the room you selected should be listed on the location line, and the date and time you selected should be displayed under "Suggested times".
- In the "Add a title" field, enter a title or subject for your meeting.
- For a recurring meeting, next to "Repeat", use the drop-down menu to set the repeat pattern and number of recurrences. To lessen the chance of conflicts, UITS strongly recommends not scheduling recurring meetings for more than one year at a time.
- If desired, enter text in the composition field to include additional information (for example, a meeting agenda) in your invitation.
- When you are finished, at the top, choose .
If you correctly scheduled this meeting, you as the organizer will receive confirmation email in the form of an accepted meeting response from any resource room you included. If you receive any declined responses, you will need to reschedule the entire meeting.
Room conflicts
In the case of conflicts, particularly for a recurring meeting:
- If conflicts exist and are not allowed, the meeting will be declined by the room, and you will need to reschedule the entire series.
- If conflicts exist, and a certain number/percentage of conflicts are allowed, the series will be accepted with exceptions, and the individual conflicting instances will be declined. You will then need to rebook the conflicting single instances.
Multiple meeting requests
If you are invited to a meeting and receive multiple requests because of conflicts:
- If you have not yet accepted the meeting request and multiple requests come in (for example, an updated single instance that conflicted with a room as a part of a series), select them in the order in which they arrive.
- If the entire meeting is rebooked (because of too many conflicts or no conflicts allowed) and you have not yet accepted the meeting request, the system will overwrite the existing request with the updated one. In such cases, you need to accept only once.
- If you have already accepted the initial meeting request and you receive single instance corrections or a rebooking of the entire series, accept these updates as you normally would, and your calendar will update appropriately.
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Last modified on 2022-12-02 12:43:09.