Scheduling meetings and reserving rooms at IU

If you have an Indiana University Exchange account, you can use Microsoft Outlook or IU's Outlook Web App (OWA) to schedule meetings and reserve rooms at IU.

On this page:


Microsoft Outlook 2016 (Mac/Windows), 2013, and 2010

  1. In Microsoft Outlook, from the New Items menu, select Meeting.
  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 the right of the "Location:" field, click Rooms.... If you do not see this button, click Invite Attendees in the "Appointment" window.
  4. 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, 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 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.

  5. 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.
  6. 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.

  7. Click OK.
  8. 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.
  9. 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.
  10. 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.

Microsoft Outlook 2011 (Mac)

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

    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 personal address book (who may or may not be affiliated with IU).
  • 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.

Outlook Web App (OWA)

Note:
If you need to reserve a room for your meeting, UITS strongly recommends using Microsoft Outlook from your desktop or laptop computer (i.e., not OWA). In OWA, you must manually enter the ADS resource name for the room you want to reserve, and no comprehensive list of reservable rooms is available for reference.
  1. Log into the OWA, and then, from the "Outlook Web App" menubar at the top, choose Calendar.
  2. In the top left corner, click New Event.
  3. For "Event", enter name or subject for your meeting.
  4. To reserve a room for your meeting, on the "Attendees" line, enter the ADS resource name of the room you want to reserve (e.g., bl-ff-106 or in-uits-it203), and then press Enter or Return.
  5. If you don't know the entire resource name, you can try searching for it:

    1. On the "Attendees" line, click + (the plus sign).
    2. Under "Required attendees", in the Search people field, enter the first few characters of the resource name, and then press Enter or Return; for example:
      • Entering bl-ff finds BL-FF-106 and BL-FF-208 (Franklin Hall rooms 106 and 208).
      • Entering in-uits-it finds several reservable spaces in the ICTC building at IUPUI.
    3. In the search results, find the desired room, and then click the corresponding + (plus sign). You should see the room listed on the "Required attendees" line.
    4. Click OK. You should see the room listed on the "Attendees" line.
  6. To invite someone to your meeting, on the "Attendees" line, enter the person's IU username, and then press Enter or Return.
  7. 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. Enter text in the composition field to include additional information (e.g., a meeting agenda) in your invitation.
  8. When you are finished, at the top, click Send.

Alternatively, after clicking New event (step 2 in the instructions above), click Scheduling Assistant, and then:

  1. Use the calendar to select the date, time, and duration of your meeting. (Meeting recurrence cannot be configured in this window.)
  2. Use the Add attendees field to invite people and reserve a room.
  3. In the top left, click OK. The people and room you selected should be listed on the "Attendees" line, and the date, time, and duration you selected should be displayed in the "Start" and "Duration" fields.
  4. In the "Event" field, enter a title or subject for your meeting.
  5. For a recurring meeting, under "Repeat", use the drop-down menu to set the repeat pattern and number of recurrences.
  6. Enter text in the composition field to include additional information (e.g., a meeting agenda) in your invitation.
  7. When you are finished, at the top, 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.

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

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 the Knowledge Base.
Last modified on 2017-05-16 12:09:32.

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