Schedule meetings and reserve rooms at IU

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Overview

If you have an Indiana University Exchange account, you can use Microsoft Outlook or IU's Outlook on the web to schedule meetings and reserve rooms at IU.

Outlook

Microsoft 365 for Windows

  1. In Microsoft Outlook, from the New Items menu, select Meeting.
  2. In the "Required" field, type any usernames, email addresses, or full names of those you wish to invite. Alternatively, select Required and search from the Global Address List (GAL) or your own contacts list.

    If you wish, you can use the "Optional" field or button to invite optional attendees in the same way.

  3. Choose Location.
  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, select More columns, and perform your search based on other criteria including room name (partial or complete, but must start from the beginning) or geographical location (must start from the beginning of the 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. Choose Rooms, and then OK. The room(s) will be added to your meeting request.
  6. Type a subject for the meeting, and select a desired date and time.

    For a recurring meeting, select Recurrence or Make Recurring. Choose the type (for example, weekly or monthly) and range (for example, a set number of occurrences or 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. Select OK.
  8. Check for conflicts, as your room will not be scheduled if conflicts exist. Choose 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 check again for conflicts.
  10. To schedule your meeting, choose 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 365 for Mac (new user interface)

Note:
The following instructions are for the version of Microsoft 365 for Mac released in February 2022. If you are using an older version of the client, see the legacy user interface section below. If you don't know which version you have, select Help, and look for an option to Revert to Legacy Outlook. If you see this option, your client is using the new user interface.
  1. In Microsoft Outlook, navigate to File > New > Event.
  2. In the "New Event" field, enter a name or subject for your meeting.
  3. To reserve a room for your meeting, on the "Add a location" line, enter the ADS resource name of the room you want to reserve (for example, bl-ff-106 or in-uits-it203), and then select it from the drop-down menu.

    If you don't know the entire resource name, you can try searching for it:

    1. Select the Add a location line.
    2. Enter the first few characters of the resource name; 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 select its name. You should see the room listed on the "Search for a room or location" line.
    4. Choose OK. You should see the room listed on the "Location" line.
  4. To invite someone to your meeting, on the "Add required people” line, enter the person's IU username, and then press Enter or Return.
  5. Select the date, time, meeting duration, and reminder. For a recurring meeting, use the Does not repeat drop-down menu to set the repeat pattern and number of recurrences. To lessen the chance of conflicts, UITS strongly recommends not scheduling recurring meetings for more than one year at a time.
  6. If desired, enter text in the composition field to include additional information (for example, a meeting agenda) in your invitation.
  7. When you are finished, at the top, choose Send.

Alternatively, you can use the Scheduling Assistant to help you find a time and location that will be free for most attendees.

  1. In Microsoft Outlook, navigate to File > New > Event.
  2. Choose Scheduling Assistant.
  3. Use the + Add required attendee and/or + Add optional attendee controls to invite people to the meeting.
  4. Use the calendar to select the date, time, and duration of your meeting. (Meeting recurrence cannot be configured in this window.)
  5. Use the + Add a room control to reserve a room.
  6. In the upper left, choose Done to return to the new event window. The people you selected should be listed on the attendees line, the room you selected should be listed on the location line, and the date and time you selected should be displayed under "Suggested times".
  7. In the "Event" field, enter a title or subject for your meeting.
  8. For a recurring meeting, under "Repeat", use the drop-down menu to set the repeat pattern and number of recurrences. To lessen the chance of conflicts, UITS strongly recommends not scheduling recurring meetings for more than one year at a time.
  9. If desired, enter text in the composition field to include additional information (for example, a meeting agenda) in your invitation.
  10. When you are finished, at the top, choose Send.

Microsoft 365 for Mac (legacy user interface)

Note:
The following instructions are from an older version of Microsoft 365 for Mac. If you are using the updated interface, see the new user interface section. If you don't know which version you have, select Help, and look for an option to Revert to Legacy Outlook. If you do not see this option, you are using the legacy version.
  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, select the book icon and search from the Global Address List (GAL) or your own contacts list.
  3. To the right of the "Location:" field, select the book icon.
  4. In the "Search Contacts and 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, choose More columns, and perform your search based on other criteria including room name (partial or complete, but must start from the beginning) or geographical location (must start from the beginning of the 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. Choose Add to Meeting. 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 for the meeting, and select a desired date and time.

    For a recurring meeting, select Recurrence. Choose the type (for example, weekly or monthly) and range (for example, a set number of occurrences or 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. Select OK.
  8. Check for conflicts, as your room will not be scheduled if conflicts exist. To do so, select Scheduling 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 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, choose 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 on the web

  1. Log into Outlook on the web. From the menubar on the side, choose Calendar.
  2. In the top left corner, select New Event.
  3. For "Event", enter a name or subject for your meeting.
  4. To reserve a room for your meeting, on the "Search for a room or location" line, enter the ADS resource name of the room you want to reserve (for example, bl-ff-106 or in-uits-it203), and then select it from the drop-down menu.

    If you don't know the entire resource name, you can try searching for it:

    1. Select Search for a room or location.
    2. Enter the first few characters of the resource name; 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 select its name. You should see the room listed on the "Search for a room or location" line.
    4. Choose OK. You should see the room listed on the "Location" line.
  5. To invite someone to your meeting, on the "Invite attendees" line, enter the person's IU username, and then press Enter or Return.
  6. 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. To lessen the chance of conflicts, UITS strongly recommends not scheduling recurring meetings for more than one year at a time.
  7. If desired, enter text in the composition field to include additional information (for example, a meeting agenda) in your invitation.
  8. When you are finished, at the top, choose Send.

Alternatively, you can use the Scheduling Assistant to help you find a time and location that will be free for most attendees.

  1. Log into Outlook on the web. From the menubar on the side, choose Calendar.
  2. In the top left corner, select New Event, and then choose Scheduling Assistant.
  3. Use the calendar to select the date, time, and duration of your meeting. (Meeting recurrence cannot be configured in this window.)
  4. Use the + Add required attendee and/or + Add optional attendee controls to invite people to the meeting.
  5. Use the + Add a room control to reserve a room.
  6. In the upper left, choose Done to return to the new event window. The people you selected should be listed on the attendees line, the room you selected should be listed on the location line, and the date and time you selected should be displayed under "Suggested times".
  7. In the "Add a title" field, enter a title or subject for your meeting.
  8. For a recurring meeting, next to "Repeat", use the drop-down menu to set the repeat pattern and number of recurrences. To lessen the chance of conflicts, UITS strongly recommends not scheduling recurring meetings for more than one year at a time.
  9. If desired, enter text in the composition field to include additional information (for example, a meeting agenda) in your invitation.
  10. When you are finished, at the top, choose 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.

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 (for example, 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 2022-05-19 12:37:08.