How to schedule a conference room in Outlook

web Outlook scheduling schedule faculty staff

How to Schedule a Conference Room in Outlook

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Outlook in the Browser or New Outlook:

1. Go to www.ccri.edu. Click Login at the top of the page, then sign into your Faculty/Staff Email.

2. When Outlook opens up, click on Calendar in the left sidebar.

3. At the top of the page, select New event.

4. The New Event window will open. Fill in the meeting details: Title, Attendees, Room, Date and Time

Confirm the correct campus is selected.

Note: When entering attendees, type the full CCRI email address. Outlook will automatically suggest the correct contact.

5. Click on Scheduler for a graphical rendition of meeting times. Use the key at the bottom to identify open availabilities. Drag and drop a time range to pick a meeting time. Once done, click Back; clicking Send will submit the meeting.

i. You cannot add rooms from the Scheduler screen, it must be done from the previous overview panel.

6. In the New Event window the information picked within Scheduler will propagate. Complete the request by filling out the information at the top (Busy, Tentative, Reminders, Private/Not Private), the description, and then ensure all information is correct. Once done, click Save.

Outlook Classic (Desktop Client):

Open the Outlook Classic Desktop Client
Click on the Calendar icon in the left sidebar
Under the Home tab, click New Meeting 
The Untitled - Meeting window will open. Enter the meeting details: To, Subject, Date and Time
Click Location
A list of conference rooms will appear. Select the desired room by double clicking on it. It should appear in the selection field. Click OK.
The room will appear in both the To field and Location field.
Click on Scheduling Assistant to check the room’s availability.
Click Send to finalize your request.