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
• Outlook 2003
• Outlook Web Access (OWA)
• Entourage

Outlook 2007

1. In a new meeting request or existing calendar event, click Rooms... near the upper right. If you do not see this button, click Invite Attendees in the Appointment window.
   
   
2. 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 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.

3. Select the room(s) you wish to reserve. Click Rooms, and then click OK. 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.

Outlook 2003

1. In a new meeting request or existing calendar event, click the To... button. If you do not see this button, click Invite Attendees in the Appointment window.
   
   
2. In the Select Attendees and Resources window, make sure Global Address List is selected in the upper left underneath "Show Names from the:". Click Advanced and then Find... .
   
   
3. In the Display name: field, type the beginning of the name of the conference room(s) you wish to reserve. Click OK.
   
   
4. 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.

5. Click OK. The room(s) will be added as resource rooms in your meeting request. Be sure to check for conflicts under Scheduling; rooms will not book if a conflict exists.

Outlook Web Access (OWA)

1. In a new meeting request or existing calendar event, click Resources... .
   
   
2. Make sure Global Address List is selected on the left.
   
   
3. 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.

4. Select the room(s) you wish to book.
   
   
5. For OWA Premium (Internet Explorer on Windows), click the Resources button below, and then click OK.

   For OWA Light (non-Windows, browsers other than Internet Explorer), click Resources near the top, and then click Done.

6. Continue with your meeting request or event update as usual, ensuring that no conflicts exist.

Entourage 2008

Existing calendar events

1. In an existing Calendar Event, click Invite to add attendees or rooms.
   
   
2. 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, where username is your own username.
   
   
3. In the "Filter" field, type the beginning of the name of the resource room(s) you wish to book.
   
   
4. Close the Invite dialog box. Make sure no conflicts exist before sending a meeting update.

New calendar events

1. Click the Address Book icon.
   
   
2. 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?
   
   
3. Click Edit and then Advanced Search... .
   
   
4. In the "Criteria" section, change Full Name to one of the following:
   
   
   • To search the resource room name(s), keep Full name selected.
   • 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.

5. 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...".
   
   
6. In the resulting list, select the resource room(s) you wish to book. Click Invite.
   
   
7. Schedule your meeting as usual, making sure no conflicts exist.

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