How to Book A Conference/Meeting Room (Outlook O365)
OPTION 1
A. Click on New Items and Select Meeting and proceed to step (E)
OR
OPTION 2
B. Click on the Calendar
C. Single Click on the day for which you want to make a booking.
D. Click on New Meeting
E. Add the invitation subject to Title (1) and Contact or Email Address to Required (2)
F. Select the Start and End Time (3)
G. Select Scheduling Assistant (4)
H. Fill the content of the invitation as normal
I. Click on Add Rooms (5)
J. Note Room Finder (6) as we will return to this console.
K. Enter CAL on Search Box (7)
L. Select the Conference Room CAL 141 Conference Room CAL141 (8)
M. Click on Rooms (9) and make sure that the CAL 141 Conference Room shows up
N. Click OK
O. Verify (10) that the CAL 141 Conference Room is present
P. On (11) make sure that there are no other bookings on the time slot which you would like to make the booking.
Q. Under Room Finder (12), you will notice the times between 9:30-10:30am is reserved and not available for reservation.
R. Verify your Attendees
S. Once you click on Send
ACCEPTANCE EMAIL
You should receive an email stating the booking of room has been accepted.
REJECTION EMAIL
If for some reason you have double booked the room, you will get a rejection email. Please return to the original steps and change your allocated slot.
Questions & Answers
- Will someone else be able to remove my booking on the calendar?
Ans. No but the administrator of the account can assist to remove old obsolete meetings. - Who are the Administrators right now?
Ans. Currently Administration Operation IT – Boon Lim and Robert Gallegos but we will be happy to add any representative to each department to be an administrator. - Can I schedule recurring meetings?
Ans. Yes, however you are limited to 60 days similar to our current paper format. - Can I update the invitation or remove the invitation?
Ans. Yes, you can update the invitation and if you remove the invitation, it will automatically remove your booking from the conference room.