Scheduling Resources in Outlook
This week's Computing Tip covers how to schedule resources when creating a meeting request.
Remember, if you have ideas for the Computing Tip of the Week, please send them to Pat Fellows.
Introduction
In Outlook, Resources can be meeting rooms, laptops, projectors, cars, etc. This tip applies to reserving resources for UW Colleges and UW Extension staff located at the Regent Street and Lake Street Offices in Madison. It may also apply at some of the UW Colleges campuses. As the Outlook migration continues in UW Extension, more and more units will be using this process for reserving resources. Some UW Colleges campuses might also consider utilizing this process for reserving resources in the future.
Step 1
Click on the link to the Calendar in Outlook.
Step 2
On your calendar, go to the date and time for which the resource needs to be scheduled. Double click on that time slot on your calendar.
Step 3
In the Untitled - Appointment dialog box, type in a Subject, then click on the Scheduling Tab.
Notice that your name is automatically added to the list of attendees. You are the Meeting Organizer!
Step 4
Click on the Add Others button and select Add From Address Book. This will open the Select Attendees and Resources view of the Global Address Book. Type in Lake to reserve a resource at the Lake Street Offices. Click on the room, Lake-B121 Conference Room, and then click on Required. Next click OK.
Add other attendees using the Global Address Book or by typing their names in the box that says Click here to add names. They can also be added on the Appointment Tab view, in the To: line. Remember you can check the availability of all attendees by looking at the Free-Busy schedule on the Scheduling Tab. In this example all attendees are available at the time selected as is the meeting room.
Step 5
Click on the Appointment Tab to return to the Appointment view. Fill in any more information needed by users. It is important to remember to put the meeting room in the Location text box. That does not automatically fill when you make the meeting room a required attendee.
Step 6
Add any more information about the meeting, such as an agenda or special notes, in the text box below the Meeting Workspace button. An Attachment can also be added to the meeting request by clicking on the Paperclip icon on the toolbar. This could be an agenda or reading to be done prior to the meeting.
Step 7
Once all the information is added to the meeting request, click on Send. Once you hear back from meeting invitees, you can mark their responses as Read, and then track responses. Double-click to open the meeting on your calendar. There will be a tracking tab once you have received a response from an attendee and read it. The tracking area will show you who is attending, who isn't, and who has not responded. Here is an example of what that tab will look like. Note this is for a different meeting and different resource. but it should provide an example of what the Tracking Tab looks like.
Step 8
If necessary, send a reminder. You can open the meeting and click on the Send Update button to remind folks about the meeting.
Remember this method of reserving a resource might vary on UWC campuses. It is also not in place for all UWEX units as of yet.