Schedule a Conference Room from Outlook (on Campus only - without a virtual meeting included)
Using Windows:
...
Using Macintosh:
1. Open Microsoft Outlook, go to your calendar, and open a New Meeting invitation.
2. Add your attendees.
3. Set your Subject Title and start/end times, and your message body.
4. Now add the conference room that you would like to schedule for the meeting under the Add a Location or Room field and select the room that appears. Repeat if you are adding additional rooms. Be sure to check the room schedule to ensure it is not already booked during your time. Click OK.
5. Click Send. You will receive an email confirmation when you have successfully scheduled the room.This article provides step-by-step instructions on how to schedule a conference room using Microsoft Outlook. This process applies to campus bookings where no virtual meeting component is included.
Prerequisites
Microsoft Outlook: Ensure you have Microsoft Outlook installed and configured with your campus email account.
Access to Room Booking: Verify you have access to the campus room booking system through Outlook.
Scheduling a Conference Room Using Windows
Open Microsoft Outlook
Launch Outlook on your Windows computer.
Create a New Meeting Request
Navigate to your calendar by clicking the Calendar icon in the navigation pane.
Click on New Meeting or New Meeting Request to start creating a new meeting.
Add Attendees
In the To field, enter the email addresses of all attendees you wish to invite.
Set Meeting Details
Enter a Subject for your meeting.
Select the Start and End times for your meeting.
Fill in the message body with any necessary details or agenda for the meeting.
Add a Conference Room
Click on the Location field and select Rooms... to open the room selection window.
In the Select Rooms: All Rooms list, search for the room you wish to book.
Highlight the desired room and click Rooms to add it to the meeting.
Repeat the process if you need to book additional rooms.
Check the room's schedule to ensure it is available during your desired time.
Click OK to confirm your room selection.
Send the Meeting Request
Click Send to finalize the meeting and send invitations to all attendees.
You will receive an email confirmation once the room has been successfully scheduled.
Scheduling a Conference Room Using Macintosh
Open Microsoft Outlook
Open Outlook on your Macintosh computer.
Create a New Meeting Invitation
Go to your calendar by clicking the Calendar icon.
Click on New Meeting to create a new meeting invitation.
Add Attendees
Enter the email addresses of the attendees in the To field.
Set Meeting Details
Input a Subject for your meeting.
Choose the Start and End times.
Add any relevant details in the message body.
Add a Conference Room
In the Add a Location or Room field, enter the name of the conference room.
Select the room from the list that appears.
Repeat for additional rooms if needed.
Check the room's availability to ensure it is not already booked.
Click OK to save your room selection.
Send the Meeting Invitation
Click Send to dispatch the meeting invitation to attendees.
Expect an email confirmation upon successful room scheduling.
Tips and Considerations
Room Availability: Always verify the availability of the room before finalizing the booking to avoid conflicts.
Attendee Confirmation: Ensure all attendees accept the invitation to confirm their attendance.
Room Capacity: Check the capacity of the room to ensure it can accommodate the number of attendees.
Troubleshooting
Room Unavailable: If a room is unavailable, consider selecting an alternative room or adjusting your meeting time.
Meeting Conflicts: Be sure to resolve any scheduling conflicts promptly to maintain room booking efficiency.
Additional Information
If you encounter any issues or need further assistance, please contact the Technical Service Desk by submitting a ticket at help.fscj.edu
If you would like to schedule one of the Webex Conference rooms along with the Webex virtual meeting component, please refer to this KB Article.