In order to simplify the process of reserving a meeting room, all users will be able to reserve/delete their own conference room reservations (Except for Highlands Board room and Training room). In order to do this, you first must obtain access to view the availably of each of the rooms you want access to.. First we will map the Rooms to our mailbox this will grant you the ability to view what’s open to reserve.
With outlook open select Calendar.
With your Calendar now displayed look to the Ribbon Bar at the top left of the screen under click the HOME tab, then select Open Calendar then click on Room List.
You now should see a list of rooms along with room capacities.. click on a room then click the Room button, you will notice that the room is added to the selection list. Repeat until you are satisfied with your selections.Then click OK
Now after pressing OK look the left side of your screen you will notice a new category under your calendars called Rooms.
You can now see what is booked and when it’s booked. You will only have permission to create/edit/delete your own events not existing ones from other users.If you want to remove a room from your list simply right click on the room and select “Delete Calendar”. To add an additional room repeat the above steps.
Let’s find a room to reserve.
First click on the small square next to the mapped Room you want to look at (a checkmark will appear in the small square)..
Now you can see what’s available to book.
To lock in a reservation, look to the upper left under the HOME tab (same as before) but this time click New Meeting
Fill out the meeting request the To: field for the attendees subject etc..
****Note:HOWEVER DO NOT TYPE IN LOCATION BOX!!!You see, we have to invite the room to the meeting, click on the Rooms button and select the one room you want..
If done correctly your invite should resemble below notice conference room in address bar.
You’re ready to send! Should you need to cancel your meeting you simply go to the room calendar right click on your event and select Cancel meeting..
