Greeneville City Schools

Instructional Technology Team
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PostPosted: Sun Jan 26, 2014 9:09 pm 
Site Admin
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Joined: Mon May 16, 2005 10:13 am
Posts: 103
Location: Central Office
Our new mail system allows us to schedule rooms as well as people for meetings.

The process is similar for both the web version of Outlook as well as the desktop version.

To schedule a room:

From Outlook, Select New Items, Meeting from the main menu:

1a-ScheduleMeetingOutlook.jpg [ 21.87 KiB | Viewed 27258 times ]

You may also begin from the calendar portion of Outlook. Select New Meeting from the ribbon bar:

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The process is similar from the web client. Select Calendar from the blue tool bar near the top of the screen:

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Then, select New Event on the left side of the screen:

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You may also use the scheduling assistant. Scheduling assistant looks at the calendar for all of the people and rooms you are inviting to the meeting (this only works for people and rooms INSIDE our network) and shows you a grid of their availability. This helps ensure you are not scheduling a meeting you will have to reschedule because a person or room is not available. When you select the scheduling assistant, you will see a grid of available times:

1e-SchedulingAssistant.jpg [ 66.96 KiB | Viewed 27206 times ]

The remaining process is similar no matter how you are scheduling the resource. From the meeting invitation, invite the people or groups for your meeting. To schedule a room, click the rooms button:

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The web client looks a little different:

2ba-RoomFinderOWA.jpg [ 22.9 KiB | Viewed 27206 times ]

To the right of the screen, you will see the room finder. The room finder will help you find a room that is available at the time you have selected:

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Once you click the Rooms button, a list of rooms will appear. The web client will have the word "Free" next to the room if the room is available at the selected time:

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Double-click the room you wish to use, or click the room name, then the Rooms button at the bottom of the window:

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The room will appear in the box at the bottom of the window:

2e-RoomSchedule.jpg [ 48.79 KiB | Viewed 27206 times ]

Complete the meeting request by clicking Send. This will send the meeting request to the invitees as well as request use of the room. In a few moments, you will receive an email notifying you the room has been tentatively scheduled (if the room you requested does not require approval, you will receive an approval message):

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3b-TenativeAcceptance.jpg [ 26.8 KiB | Viewed 27206 times ]

Once the room approver has approved your use of the room (if use of the room is moderated), you will receive an email notifying you the room has accepted your request (if usage of the room is not moderated, you will not receive a second message):

3c-RoomAccepted.jpg [ 33.76 KiB | Viewed 27205 times ]

Your room and meeting has been scheduled! Enjoy your meeting!

Larry Jones
Central Office

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