Collaboration Services: Schedule Northwestern Resources
Resources in Outlook
Resources represent shared conference/meeting rooms and shared equipment (laptops, projectors, etc.) that you can reserve or checkout. Please note that a public group is required to control a resource.
Using Resources
Resources can be reserved when scheduling a new meeting. Once reserved, a resource will become unavailable during the duration of your meeting and will not be schedulable by other users.
You can access the new meeting screen from either Outlook Mail or Outlook Calendar.
From Mail:
- Click New Items on the Home tab.
- Click on Meeting in the drop down list.
From Calendar:
- Click New Meeting in the Home tab.
Once in the Meeting Screen, fill in the subject and description fields for your meeting. To schedule a room:
- Click Rooms…
- The Select Room: All Rooms screen will open. Browse available rooms, and click on the room you wish to reserve. Resource e-mail address "codes" are available to help quickly sort the following types:
- RM- = Rooms
- RS- = Equipment
- DL_ = Public Groups/Distribution Lists
- ORG- = Org/Shared Mailboxes
- Click Rooms -> at the bottom of the screen to add the selected room to your meeting.
- Click OK.
The selected room will appear in the To… field. You may also add attendees to the To… field. The Scheduling Assistant will help you find a time for your meeting.
- Click Scheduling Assistant.
The room will appear under the Attendees list. Add additional attendees one of two ways:- Click Add Attendees at the bottom of the window. This will open your address book where you may click an attendees name to add them to the list.
- Click in the text box labeled Click here to add a name and type a name, then click Check Names in the ribbon. This will give you a list of possible matches from the Global Address Book.
- Click Add Attendees at the bottom of the window. This will open your address book where you may click an attendees name to add them to the list.
- Click on the calendar area to select a meeting time. The scheduled meeting period will show with a green bar indicating the start of the meeting and a red bar indicating the end.
Reading and Using the Scheduling Assistant Window
The colored bars in the Scheduling Assistant Window refer to the following:
- Purple Bar = Busy
- Purple Bar with slash marks = Tentative
- Dark Purple Bar = Out of Office
- White Bar with slash marks = No Info
- Grey Bar = Outside of working hours
- Looking at the All Attendees bar will show you where there are open time slots for all Attendees and Resources.
- Click and drag the green and red bars to an open window to schedule the meeting at a time when everyone can attend.
- Click Send to send the meeting request to yourself, the room/resource and all attendees.
- The meeting will appear in your Outlook calendar.
How to add a Resource or Room to Outlook Calendar
You may want to add a resource or room to your Outlook Calendar List for easy reference to that resource.
- Click Calendar in the Navigation Pane.
- Click Open Calendar in the ribbon.
- Click From Room List… in the drop down list.
- Click the room(s) you would like to add and click Rooms-> at the bottom of the window.
- Click OK.
- The added rooms will appear in your Calendar List in Outlook Calendar.
- To view a Room alongside your calendar, click the checkbox next to its name.
Cancelling a Meeting Request with a Resource
- Open the meeting from your Outlook Calendar.
- Click Cancel Meeting in the left corner of the meeting window.
- A cancelation e-mail will be send to you and all Attendees. The meeting will be deleted from your calendar and the Room’s calendar.
Last Updated: 20 December 2018
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