Ira A. Fulton Schools of Engineering | Engineering Technical Services

ETS Office Support

Scheduling Conference Rooms

Procedure:

  • Open your Outlook calendar
  • Click on Plan a Meeting in the drop down menu. Your calendar will open.
  • Click on Add Others at the bottom of the window. This will open the Global Address list. Type in the room want, using the m.room.erc, m.room.gwc or m.room.istb2.sequence.
  • Click the room into Required (Outlook 2000) OR Resources (Outlook 98), then click OK. You will now be able to see the conference room you selected. View the calendar for availability by scanning each day. If there is a dark blue color blocking out the time you need, then the room is already booked and you will need to check a different room or time.
  • Set the date, and meeting start and end times, at the bottom of the window. You can also select the time by placing the mouse on the start time, clicking and dragging it to the end time.
  • Click on Make Meeting in the lower right corner of the window. Another window will open. In the subject line you must provide the name of the person using the room, their phone number and the date input.
  • Click Send in the upper left corner to book the room. Within 2 minutes, the person scheduling a meeting in one of the resources calendars will receive a notice back indicating that the meeting was accepted or declined.  Go to your Inbox to receive the confirmation or rejection for the booking.

To cancel a conference room booking: You must be in your calendar. Find the booking and click on the event. Choose one of the following methods to cancel (delete) the item: Procedure:

  • Open your Outlook calendar
  • Click the Delete button on the Standard toolbar.
  • Press Ctrl+D.
  • Choose Delete from the Edit menu.
  • Right click the calendar item, then choose Delete from the shortcut menu.

If you delete a calendar item that is part of a recurring series, you will see the following message: “Do you want to delete all occurrences of the recurring meeting, or just one?” Choose whether you want to delete the entire series or just the selected occurrence, and then click OK. A window will open that will ask you to Send cancellation and delete meeting or delete without sending. ALWAYS choose the Send option. To modify a conference room booking: You must be in your calendar. Find the booking and double click on the event. Make any changes to date and time and click on Send Update. This will update your calendar and the room calendar. You will receive an email message that your update has been accepted or declined.