How to send a meeting request to a meeting room from Outlook
1. From the main Outlook Screen select Calendar
2 .In your Calendar, on the Home tab, in the New group section, click New Meeting.
3. Type in the email addresses of the invitees or click To... and select invitees from the Address List.
§ Using the Address List will allow you to designate invitees as Required or Optional.
· Begin typing the person's last name in the search box. The Address List highlight the individual's name. Click on the Required or Optional button to place the person in the appropriate field.
4. In the Subject field, type a description for your meeting.
SELECTING THE ROOM
This is the important part. If you don’t select the room, before sending the meeting request it will not be scheduled.
5. Click the Rooms button to select from a short list of rooms that have been added in Outlook.Click the name of the room followed by OK to add the room to your invitation. (location will automatically be filled in)
6. Enter the Meeting Date and Start and End times
7. To see if the room is free or busy at the time you need it as well as the people you are inviting, click on Scheduling Assistant in the Show section of the Meeting ribbon.
Notice below that we are all free at the time of the meeting (8am to 8:30 Jan 23, 2013)
Also notice that it shows that Lorrie was busy at 1:00 on the 22nd, and Jason was busy at 3:00. The reason that it shows the “faxing solution flowchart” appointment for Lorrie is because that is my calendar and I’m the one scheduling the meeting. Normally it would only look like Jason’s as a solid bar with no detail to keep things private.
The free/busy grid shows the availability of attendees.
A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting.
CLICK SEND to send the meeting request. The request will be received the request and accept or decline based on the availability of the room.