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 embarrassment of turning up to a meeting to find someone in the room already!
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 event button in the top left-hand corner.
3) You will then have the new meeting window pop up
4. Click on Scheduling Assistant on the ribbon to go into schedule view
Note: Schedule view is a handy way to find out what time people and rooms are available for your meeting
5. Click on the Add required attendees button (if there is anyone else you will be sending a meeting request to) and type in the person/people you wish to invite. You will be able to see in the schedule view the times that people are free - find a time that is free for everyone.
6. Click on + Add a room, then click on Browse with room finder.
7. Search for the right room for you based on office location and feature requirements (e.g., audio and video) select an available meeting room to add it to the meeting.
8. Switch back to the event tab to finalise any details such as the subject and then click Send.
9. 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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