Reserving Resources (Conference rooms, laptops, etc.) in Exchange

NOTE: These instructions are for Windows users using Outlook 2007.

  1. Start Outlook and go to the Calendar tab. In your own calendar, right-click on the time you want your reservation to start, and click on "New Meeting Request".
    Dialog box showing calendar
    Starting a new reservation
  2. If you wish to reserve a room, in the new window that comes up, click on the "Rooms" button. If you only want to reserve equipment, skip ahead to step 5, and don't worry about filling anything in under "Location".
    Dialog box showing meeting request
    Locating the "Rooms" button
  3. In the next window that opens, type in the name of the room that you want, or a partial name for a list of possibilities, then click on the "Go" button. We'll search for all available rooms in RHPH in this example.
    Dialog box showing searching for rooms
    Searching for a room
  4. You will be presented with a list of rooms. Click on the one that you want, so that it appears in the "Rooms" list at the bottom, then click on the "OK" button.
    Dialog box showing selecting a room
    Requesting a room
  5. You should be back at the new-meeting dialog box, with the room name filled in under "Location". Fill in a brief subject for your meeting.
    Dialog box showing filling in subject
    Filling out the meeting request.
  6. If you click on the "To" button, you can invite other people and resources. People that you put in the "required" list must attend the meeting; people in the "optional" list are optional. Rooms and equipment, such as laptops and LCD projectors, belong in the "Resources" line. Trying to invite resources as Required or Optional attendees will generate error messages, so don't do that.
    Dialog box showing inviting other people
    Inviting people and resources.
  7. Once you have all of your attendees and resources listed, click on the "Send" button.
    Dialog box showing Send button
    Sending the invitation.
  8. If everything is available, you should see a box similar to this one:
    Dialog box showing confirmation
    Successful booking of resources.
    Once you close this box, you should be back at your calendar screen.
    If there is a conflict with one or more of the resources you need, you will see a message like this one:
    Dialog box showing resource conflict
    Resource conflict message.
    You can use the "Scheduling Assistant" to find a time when everything is available. You will still be in the meeting-request dialog box; click on the "Scheduling Assistant" button in the ribbon, and you will see a diagram showing all of your invitees' availablity. Use this to find a good time for your meeting.

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