Scheduling meetings and reserving rooms at IU

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Outlook 2010 and 2007 (Windows)

In Outlook 2010, from the New Items menu, select Meeting. In Outlook 2007, from the File menu, select New and then Meeting Request.
In the "To..." field, type any usernames, email addresses, or full names of those you wish to invite. Alternatively, click To... and search from the Global Address List (GAL) or your own Contacts list.
To the right of the "Location:" field (2010) or in the upper right (2007), click Rooms... . If you do not see this button, click Invite Attendees in the Appointment window.
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.
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.
Type a subject/topic for the meeting, and select a desired date and time.
For a recurring meeting, click Recurrence... . Choose the type (e.g., weekly, monthly) and range (e.g., a set number of occurrences, a date range). To lessen the chance of conflicts, UITS strongly recommends not scheduling recurring meetings for more than one year at a time.
Click OK.
Check for conflicts, as your room will not be scheduled if conflicts exist. Click Scheduling Assistant 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 Appointment 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 again check for conflicts.
To schedule your meeting, click Send.

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 2003 (Windows)

In a new meeting request or existing calendar event, click To... . If you do not see this button, click Invite Attendees in the Appointment window.
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, then Find... .
In the Display name: field, type the beginning of the name of the conference room(s) you wish to reserve. Click OK.
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 under Scheduling; rooms will not book if a conflict exists.

Outlook 2011 (Mac)

Click the Calendar icon, and then the Meeting icon.
Enter the subject for the meeting.
Note: The "Location" field is optional; do not use this to add resource rooms.
Set the start and end dates, times, and duration for the meeting.

To add meeting attendees, you have two options:

Use the "To:" field to add attendees from your own address book who may or may not be part of the IU system.
Add attendees, meeting room(s) and other resources that are part of the IU Global Address List (GAL) with either the "To:" field or the Scheduling Assistant.

The simplest way to add attendees and resources from the GAL, such as rooms and video bridges, is from the Scheduling Assistant tab in the lower half of the Meeting window.

Under "All Attendees", click the + (plus sign) to bring up the Contact Search window.
In the Contact Search window, enter attendee names (last name first) or email addresses. Add the attendee with the Required or Optional buttons.
To add resources (e.g., rooms or video bridges), click Resource and enter the name of the resource (starting with its campus location).
In the Scheduling Assistant window, you will see attendee and resource availability. You can adjust the meeting time in this window.
Meeting reminder timing and meeting recurrence can be set using the appropriate icons in the Meeting window's Ribbon.
When finished, click Send.

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.

Entourage 2008 (Mac)

Existing calendar events

In an existing Calendar Event, click Invite to 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, where username is your own username.
In the "Filter" field, type the beginning of the name of the resource room(s) you wish to book.
Close the Invite dialog 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 IU Exchange account.
Click Edit, then Advanced Search... .
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.
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.

Outlook Web App (OWA)

Note: OWA now has the same functionality across major browsers in most cases; see In Outlook Web App (OWA), what are the "Premium" and "Light" interfaces? For more information on using OWA, with your Inbox displayed, click ? (the question mark) at the top right.

In OWA, click Calendar on the bottom left.
Click the arrow next to "New" and select Meeting Request.
Type required and optional attendees (excluding resource rooms). Alternatively, click To... or Optional... to find attendees.
1. In the Address Book options, make sure Global Address List is selected.
2. In the text field, type the name of those you wish to invite. To search, click the looking glass icon.
3. Select those you wish to invite and add them by clicking either To or Optional. Click Ok.
Click Resources... . Make sure Global Address List is 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 Resources below, and then click OK.
For OWA Light (non-Windows, browsers other than Internet Explorer), click Resources near the top, and then click Done.
Type a meeting subject/topic.
Select the desired date and time.
From the Scheduling Assistant tab, check for conflicts between attendees and resource rooms. If a conflict exists with an Exchange 2007 resource room, the meeting will not be reserved and you will need to reschedule.
When you are sure there are no conflicts, verify your settings on the Appointment tab and click Send.

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.

About multiple meeting requests

Note: 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 (e.g., 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.

This is document awrb in domain all.
Last modified on December 30, 2011.