Reserve Conference Room in Outlook (PC)

Reserve Conference Room in Outlook (PC)

How to reserve conference room or area

Should you have any trouble with the below please contact the Nexus Service Desk.
  1. Open Outlook email program & creating a meeting.
     or  or 
    1. Alternatively click Calendar  (bottom-left), New Appointment (top-left)
  2. Click Location or Required button & double-click desired room
    1. Click No if you get below prompt. Location should show a website/URL or 'Microsoft Teams Meeting'
  3. Adjust date & time. Scheduling Assistant tab (top-left) can show the rooms availability, based on the row it’s on. Example below we see there is already a meeting in that room at the requested time (top & blue bar):
  4. Add Subject & invite others if necessary
  5. Send
  6. You will receive an email accepting or declining the reservation. See Declined in FAQ (at bottom) for more info
    1. If you get no email within 30min the room was not booked, repeat steps above making sure you don’t delete Meeting Room (ex: GA-Bordeaux Meeting Room) from To line
    2. If room declines reservation the meeting still shows in your own calendar for you to modify. Do not confuse it being in your own calendar as a sign the room was successfully reserved

Reserving conference room for video call

  1. Were you invited to an existing Zoom (or Teams) meeting?
    1. No: proceed to step 2
    2. Yes: do not follow steps below as this will create a new video call. Reserve the room following the steps ABOVE. Change the location line (after step 4) to the Zoom (or Teams) join link to make joining easier in the room
  2. Open Outlook email program & creating meeting
     or  or 
    1. Alternatively click Calendar  (bottom-left), New Appointment (top-left)
  3. In Meeting window click: ‘Schedule a Meeting’ Zoom OR 'Teams Meeting' button
    1. Hit Continue at Zoom if prompted, you can tick ‘Save…’ at bottom so it doesn’t bug you again
  4. Click Location or Required button & double-click desired room
    1. Click No if you get below prompt. Location should show a website/URL or 'Microsoft Teams Meeting'
  5. Adjust date & time. Scheduling Assistant tab (top-left) can show the rooms availability, based on the row it’s on. Example below we see there is already a meeting in that room at the requested time (top & blue bar):
  6. Add Subject & invite others if necessary
  7. Send
  8. You will receive an email accepting or declining the reservation. See Declined in FAQ (at bottom) for more info
    1. If you get no email within 30min the room was not booked, repeat steps above making sure you don’t delete Meeting Room (ex: GA-Bordeaux Meeting Room) from To line
    2. If room declines reservation the meeting still shows in your own calendar for you to modify. Do not confuse it being in your own calendar as a sign the room was successfully reserved

FAQ

  • Never got accept/decline email? Please retry all steps (do not use Location drop-down list, only Location button)
  • Reservations are first come first served. You can only edit a reservation you made, no one else’s. Please cancel meeting if they are no longer needed so the room is available for others. Please ask for assistance if you are not sure
  • Declined/Rejection
  1. Should only happen if there was an overlap in room reservation times
  2. Do not create a new meeting, edit existing one to choose another room otherwise participants may go to wrong room or get wrong Zoom link
  • Editing existing meeting
  1. Click  Calendar button in bottom-left, then make sure Calendar is checked:


  1. Double-click meeting
  2. Change what’s needed: participants, subject, cancel, etc.
  • Declined reservation? Click Location button again to select another room
  1. Send Update
  • Join video call in the room: bring your (9-digit) meeting ID & reference this guide in the room for further instruction
  • Reservation details besides busy/free, open the room’s calendar to see a meetings subject
  1. Open Outlook, click  Calendar in bottom left corner
  2. Click Open Calendar (top-right/middle), From Room List…

 

  1. Double-click one of the ‘SiteAbbreviation-‘ Calendar entries & hit OK
  • Recurring room meetings: commonly run into troubles so it's best to book each meeting one-by-one. They're problematic because: you can only book 6 months out & overlaps are more likely because of multiple dates. Follow tips below if you wish to proceed with recurring meetings
    1. Open the rooms calendar in above bullet to see WHEN that room is available to all date/times desired
    2. Send without adding people/recipients, after you get acceptance from room edit it to add recipients so as not to send recipient two or more meeting emails where the room may change by chance it was already reserved
  • You get accept/decline emails from people (attendees) you invited to meeting. To turn them off click the buttons detailed below:

How do I confirm the room is reserved?

  1. You get an 'Accepted' email from the conference room itself:
  2. Alternatively you can open the meeting in your own calendar then go to the Tracking tab:
    In this case the room declined so I should have also gotten a Declined email stating as such
  3. If room declines reservation the meeting still shows in your own calendar for you to modify. Do not confuse it being in your own calendar as a sign the room was successfully reserved

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