Greeneville City Schools

How To Schedule A Room For An Event
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Author:  Larry [ Sun Jan 26, 2014 9:09 pm ]
Post subject:  How To Schedule A Room For An Event

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:

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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:

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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:

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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:

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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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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):

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

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