How to book a conference room in Outlook
We recently updated our conference room scheduling abilities to avoid double bookings of conference rooms.
What about the old calendars? The current conference room calendars you have favorited, are the old calendars (located in Public Folders), which have been marked to read only. You should remove those and add the new ones as shown below.
Please use the process below to book a conference room before you decide to use it just because it appears to be currently unoccupied. This is a professional courtesy to your co-workers.
So how do these newfangled calendars work?
1) To add the new calendars so you can see them, you can add them via the Add a Shared Calendar link on the Calendar view.
This is a list of the calendar names, by building:
Main Building
Rsc.CloveQuarters
Rsc.TurmericTower (located in QC, used for certain trainings only)
Rsc.ExecutiveConfRoom (locked down, to reserve this room, book through Jodi Nelsen)
Tech Center
Rsc.CinnamonSuite
Rsc.ThymeOutRoom
Rsc.ParsleyPlace
Flex Packaging
Rsc.NutmegNook (Purchasing)
Brust Office
Rsc.BasilBay (Brust – Training Room, middle of hallway)
Rsc.RosemaryRoom (Brust – located off lobby)
2) To book a conference room, when you are creating a meeting request, you will invite the conference room like someone attending the meeting.
If you flip back over to the Appointment view, you can see it updated the Location field automatically with the resource conference room name.
3a) When you send the request, if the room is available, in about a minute, you will receive an email notification that the calendar accepted your booking.
3b) If there was a conflict, it will let you know the room was not booked, and what the conflict is.
If you have any meeting conflicts, you can contact Jodi Nelsen – she has master access to all the calendars.