ARCHIVED: Scheduling meetings at IU using Exchange 2007 resource rooms

On this page:

• Outlook 2010 and 2007
• Outlook Web App (OWA) Premium
• OWA Light
• Outlook 2011 for Mac
• Entourage
• Room conflicts
• About multiple meeting requests

Outlook 2010 and 2007

1. In Outlook 2010, from the New Items menu, select Meeting; In Outlook 2007, from the File menu, select New and then Meeting Request.
2. 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.
3. To reserve a resource room, see Schedule meetings and reserve rooms at IU If you know the room you wish to book, type its name.
4. 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.

5. Click OK.
6. 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.
7. 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.
8. 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.

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Outlook Web App (OWA) Premium

1. In OWA, click Calendar on the bottom left.
2. Click the arrow next to "New" and select Meeting Request.
3. 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.
   
   
4. To find and add resource room(s), see Schedule meetings and reserve rooms at IU
5. Type a meeting subject/topic.
6. If you invited an Exchange 2007 resource room, the location will automatically be completed. Otherwise, type an appropriate location.
7. Select the desired date and time.
8. 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.
9. 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.

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OWA Light

1. In OWA, click Calendar on the left, and then New Meeting Request.
2. 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 To or Optional.
   3. Use the text box to search for the resource room(s) you wish to use. Select each room, and then click Resources to add it.
   4. Click Done.
   
   
3. If you invited an Exchange 2007 resource room, the location will automatically be completed. Otherwise, type an appropriate location.
4. Select the desired date and time.
5. Be sure Request a response to this invitation is selected.
6. 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.
7. 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.

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Outlook 2011 for Mac

1. Click the Calendar icon, and then the Meeting icon.
2. Enter the subject for the meeting.

   Note: The "Location" field is optional; do not use this to add resource rooms.

3. 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.

1. Under "All Attendees", click the + (plus sign) to bring up the Contact Search window.
2. In the Contact Search window, enter attendee names (last name first) or email addresses. Add the attendee with the Required or Optional buttons.
3. To add resources (e.g., rooms or video bridges), click Resource and enter the name of the resource (starting with its campus location).
4. In the Scheduling Assistant window, you will see attendee and resource availability. You can adjust the meeting time in this window.
5. Meeting reminder timing and meeting recurrence can be set using the appropriate icons in the Meeting window's Ribbon.
6. 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.

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Entourage

1. In Entourage, click the Calendar icon. Then click the New icon and select Calendar Event.
2. Type the meeting subject/topic, and select a desired date and time.
3. To bring up the attendee search, click Invite. Use the pull-down menu to select Default Global Address List (username), where username is your IU username.
4. Find the attendee(s) you wish to invite using the filter box.
5. Similarly, find the resource room(s) you wish to book using the instructions in Schedule meetings and reserve rooms at IU You can also use those instructions first to find Exchange 2007 resource rooms using Advanced Search, and then to add other attendees as needed.
6. Close the Invite dialog (small square on the top left of this dialog box).
7. 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.
8. 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.

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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.

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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, 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.

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