Schedule a Room in Outlook

Issue:

I need to schedule a room using Outlook and have it approved if necessary.

Environment:

Faculty and Staff

Cause:

Many more conference rooms are becoming available. However, some of these rooms have "Delegates" who must approve requests (See the attached spreadsheet). If the room is not requested correctly, the delegate will not see your request. See the topic, Rooms that Require Approval at the end of this article.

Resolution:

1. Open Outlook Calendar, click on Meeting and the Location Address Book icon.

 

2. Type in the name of the building where you want to host your meeting. A dialog box will appear with all the rooms that can be scheduled. Select the room (or rooms) that would work for your meeting, and click Check Availability.

 

4. Check for conflicts.  Choose the room that is free and click Add to Meeting. You'll see that a check will appear next to the room you added. (Note: If no room is free, you will need to adjust your schedule or choose another building to hold your meeting.)

 

5. Close the room dialog box and select Appointment. You will see that the room has been added to the meeting in the Location and the To fields. If the room is not listed on the Location field, the approver will not see your request.

 

Rooms that require approval

If you schedule a room and receive an email that, 'Your request was received and is pending approval', this means that the room's booking Delegate needs to approve the room's use.

If you do not receive an RSVP within a reasonable period of time, you will need to reach out to the Booking Delegate (see the attached file for the delegates.)

 

Do you still need help?  Create a support ticket and a Service Desk technician will contact you. 

 

 

 

Details

Article ID: 117998
Created
Thu 10/8/20 5:03 PM
Modified
Wed 3/24/21 9:07 AM