Scheduling a Room from Outlook (on Campus only - without a virtual meeting included)

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

1. Open Microsoft Outlook

   • Launch Outlook on your Windows computer.

2. 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.

3. Add Attendees

   • In the To field, enter the email addresses of all attendees you wish to invite.

4. 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.

5. 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.

6. 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

1. Open Microsoft Outlook

   • Open Outlook on your Macintosh computer.

2. Create a New Meeting Invitation

   • Go to your calendar by clicking the Calendar icon.

   • Click on New Meeting to create a new meeting invitation.

3. Add Attendees

   • Enter the email addresses of the attendees in the To field.

4. Set Meeting Details

   • Input a Subject for your meeting.

   • Choose the Start and End times.

   • Add any relevant details in the message body.

5. 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.

6. 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

• Microsoft Outlook Calendar Guide

• 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.