Microsoft Outlook can be used to arrange meetings with other staff in the Business School, Law School and SIS with the additional benefit of being able to book a room. Attendees and venues must be on the BITS Exchange server to be able to use these features; if you are not sure if you are using Exchange please contact Help Desk.
To arrange a meeting or book a room, click to highlight the date on your calendar that you wish to book. Click the right mouse button and select New Meeting Request. A new meeting window will appear.
A New Meeting window will appear. Here you can now choose the Start and End times for your meeting, and enter a title in the Subject field, before following the instructions below to choose attendees and the venue.
Click on the To... button, and select the people you wish to invite to the meeting, either as required or optional attendees. Add yourself as well if you want the meeting to appear in your Exchange calendar as well as your Personal Folder calendar.
If you want to hold the meeting in a room or book a resource which is listed in All Users, you can add that to the Resources field. Highlight the room you want and click on the Resources button to add it, then click OK when done.
To have a venue/room (aka Resource) added to this service, please contact Help Desk.
Click on the Scheduling tab at the top of the Meeting Request screen. You'll be able to see when the attendees are free (white space) and from there choose a time which should suit everybody.
Enter the start and end times for your meeting at the bottom of the page. You'll notice the green and red bars highlight the duration of your meeting and let you easily see if all the attendees and the resource are free during that time.
When you're ready, click on the Send button to send the invitation to all attendees and request a room booking. Attendees can accept or decline, and the room booking will be approved/declined automatically. You'll receive an email to tell you if the room has declined or accepted your booking.
NOTE: If you can't view an attendee's free time, it will show up as diagonal stripes. In this case, they will need to contact Help Desk to have their Exchange account set up for this service.
