Schedule a Meeting Room Reservation

Issue/Question

How do I schedule or request a room reservation for a meeting in Outlook?

Environment

• Room Resource that is managed through Outlook

Resolution

Scheduling a Meeting in a Room

1. Click Calendar icon.
2. Click New Meeting.
3. Add Title for meeting.
4. Add desired attendees to Required field.
    Note: Do not add room resource directly to Required field. It must be added as a resource as outlined below to properly reserve room from other appointments.
5. Add meeting description in message body.
    Note: This will be sent to all attendees and room resource manager. Room managers may require certain details be included in message such as number of attendees, meeting purpose, or equipment needed. Check with resource manager for specific departmental requirements.
6. Click Location button.
7. Search for room resource.
8. Click OK.
9. Check attendee and room availability in Schedule Assistant tab.
10. Review all entries, then click Send button to send meeting request to all attendees and room resource.
11. You will receive an email with confirmation from the room resource manager shortly.

Getting a Response

You will receive a response from the room resource indicating the status of your request. This will be determined by how the resource has been configured by WKU ITS:

• Moderated Request will be reviewed, approved or denied by the room manager. When you receive an approval or denial depends on when the room manager reviews your request.
• Self-service group(s) If you are in the designated group, your request will be automatically accepted, assuming the room is available. If you are not in the designated group, your request will be either reviewed by the room manager or automatically denied, depending on how the room was set up.
• Self-service for all All requests are automatically accepted based on room availability.