Scheduling meetings at IU using Exchange 2007 resource rooms

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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).

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Outlook 2003 and 2007

In Outlook, 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 the To... button and search from the Global Address List (GAL) or your own Contacts list.
To reserve a resource room, follow the instructions in At IU, using Outlook, Outlook Web Access, or Entourage, how do I find Exchange 2007 resource rooms to schedule a meeting? If you know the room you wish to book, type its name.
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.
You must check for conflicts, as your room will not be scheduled if conflicts exist. Click Scheduling Assistant either in the ribbon (2007) or on the Scheduling tab (2003). For a recurring meeting, double-check the first few instances for conflicts by moving the scroll bar to the right.
Note: In Outlook 2003, click the red circle with an arrow next to any resource room and change it to Resource (Room or Equipment); such items will then have a green circle with a house icon. Outlook 2007 automatically changes resource rooms to the correct type.
From the Appointment tab or ribbon button, check other details and settings such 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 Web Access (OWA) Premium (Internet Explorer on Windows)

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 Required... 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 Required or Optional. Click Ok.
To find and add resource room(s), follow the instructions in At IU, using Outlook, Outlook Web Access, or Entourage, how do I find Exchange 2007 resource rooms to schedule a meeting?
Type a meeting subject/topic.
If you invited an Exchange 2007 resource room, the location will automatically be completed. Otherwise, type an appropriate location.
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.
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.

OWA Light (browsers other than Internet Explorer; non-Windows computers)

In OWA, click Calendar on the left, and then New Meeting Request.
To add attendees, click Required.
1. To search for attendees, type a full name into the text box at the top next to "Address Book". Click the looking glass icon to perform the search.
2. Select the attendees you wish to invite, and then click either Required or Optional.
3. Find the resource room(s) you wish to book as you found attendees, instead clicking Resources.
4. Click Done.
If you invited an Exchange 2007 resource room, the location will automatically be completed. Otherwise, type an appropriate location.
Select the desired date and time.
Be sure Request a response to this invitation is selected.
You must check for conflicts, as your room will not be scheduled if conflicts exist. To do so, click the Scheduling Assistant tab. A list of suggested times will note attendee room and availability.
Verify the settings on the Appointment tab, and then 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.

Entourage

In Entourage, click the Calendar icon. Then click the New icon and select Calendar Event.
Type the meeting subject/topic, and select a desired date and time.
To bring up the attendee search, click Invite. Change the pull-down to Default Global Address List (username) where username is your IU username.
Find the attendee(s) you wish to invite using the filter box.
Similarly, find the resource room(s) you wish to book using the instructions in At IU, using Outlook, Outlook Web Access, or Entourage, how do I find Exchange 2007 resource rooms to schedule a meeting? You can also use those instructions to find Exchange 2007 resource rooms first using Advanced Search, and then add other attendees as needed.
Close the Invite dialog (small square on the top left of this dialog box).
From the Scheduling button, 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 all details are correct, click Send Now.
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.

About multiple meeting requests

Note: If you are invited to a meeting and receive multiple requests due to 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 (due to too many conflicts or no conflicts allowed) and you have not yet accepted the meeting request, Exchange 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 awrc in domain all.
Last modified on May 13, 2009.