Exchange – Scheduling a Conference Room

Using a Conference Room Calendar - Outlook

Inviting a Conference Room as a Resource

Outlook 2002 (XP)

From within Outlook XP, click on your Calendar item
Create a new Calendar entry
From within the new Calendar entry form, click the "Scheduling" tab
Click the "Add Others" button
Click the "Add from Address Book..." option
Select individual(s) you wish to invite to the meeting in the "Required ->" or "Optional ->" buttons
To invite (and book) the conference room as a resource, click on the "Show Names from the:" drop-down box (Global Address List) in the upper right hand corner and select "All Conference Rooms"
Select/Highlight your desired conference room and then click the "Resources ->" button
After adding your conference room into the "Resources ->" field, click the OK button
You will be able to the see what times are available for those invited, including the conference room
Fill in the appropriate remaining information (i.e. time, subject, etc) and click the "Send" button. Depending on how the conference room account is set up (its permissions), you will either book the room or submit the request to the conference room's delegate (A delegate is someone that approves or disapproves meeting requests for an account such as a conference room.)

If you have any questions about how to invite a conference room, please contact the I&IT Helpdesk at x6776. If you have any questions concerning your conference room specifically, please contact your department technician.