Booking a resource

To use a Resource, that is a room or piece of equipment, open Outlook or access Outlook on the web. Schedule a new meeting and add the room or equipment you wish to use to that meeting. You can also invite colleagues and clients, e.g. for when using a meeting room.

1. Open Outlook, click Home and choose New items > Meeting

2. In the To field add the name or email or the room or equipment you wish to reserve. You can also find a list of all your organisation’s resources by clicking To and selecting from the Global Address List (GAL)

3. In the Subject line, give your meeting a name or describe your reservation as necessary

4. Edit the Start time and End time to book the room or equipment for that date and timeframe

5. As with all meetings, you can also add a message and attachments if required

6. To ensure that the room or equipment you are trying to book is available when you want it, select Scheduling Assistance, and select an available period

   

   <aside> 🗓️ In the scheduling calendar, blue means that the room or equipment is reserved or busy. Select a white, i.e. free, area on the calendar.

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7. When finished, click Send

Viewing a resource

To view a resource’s calendar to see existing bookings and to plan a booking, you can add the resource to your calendar view in Outlook.

1. Open Calendar view in your Outlook

2. Click on + Add Calendar in the main ribbon menu

3. Then choose From Room List... (1) to see a list of rooms or From Address Book... (2) to see other resources types in the Global Address Book (GAL).

   <aside> 📕 If the Room List is empty, please use the Address Book to find your room resource.

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