When you schedule a meeting in one of the Wise Groups meeting rooms it's important to remember to book the room as part of your meeting request in Outlook.
By booking the room you can be sure it will be available when you need it and saves you the embarresment of turning up to a meeting to find someone in the room already!
Booking a meeting room is easy to do
1) Firstly open Outlook and go to your calendar.
2) Double click on the time you would like to schedule the meeting or click the new meeting button from the ribbon.
3) You will then have the new meeting window pop up
4) Click on Scheduling assistant on the ribbon to go into schedule view
Schedule view is a handy way to find out what time people and rooms are available for your meeting
5) Click on the add attendees button (if there is anyone else you will be sending a meeting request to)
6)This opens up your address book and you can then search for the people you want to attend the meeting and then click ok
Tip:Double click on their name to automatically add them to the list of people to add
7) Click on the add rooms button
8) Select the rooms which will be a suitable size for your meeting and click add
Tip: Use CTRL & left click with the mouse to select the rooms and then click add to add them all at once
9) Now it is time to find a time which everyone is free & there is a room free
As you can see below we are all available from 2pm & there are also rooms free at this time.
10) Remove any unwanted rooms by clicking on their name and hitting backspace until you are left with the room you want to book
11) Switch back to appointment view to finalise any details such as the subject and then click send
12) You will then get an Email from the room you booked accepting or declining the meeting request
Now you can rest assured that your meeting room is booked and ready for your meeting
Comments
Great article Nicole! Here's what I do for recurring meeting requests. Generally it's hard to book a room in a recurring meeting request as there will be some conflicting appointments in that room. A handy tip for booking recurring meetings is to include all the rooms that you could use for the meeting in the recurring meeting request but don't tick any of them. That way when it comes to a week or two before the meeting you can select the room you want by opening the meeting request and ticking the room that is free. Simple as that!
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