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Visit the ICT Service Desk in Arts 70

Book Meetings

You can use Outlook, Outlook Web App, or mobile devices to schedule meetings with other members of the university community.

Outlook

  1. Click on the Home tab.
  2. Click the New Meeting button in the New section.
    create new meeting
  3. In the Subject box, type the description of your meeting.
  4. In the Location box, type the location of your meeting or use the Rooms button to choose a room.
  5. In the Start time and End time lists, click the start and end time for the meeting.
  6. If you select the All-day event check box, the event shows as a full 24-hour event, lasting from midnight to midnight.
  7. In the meeting request body, type any information that you want to share with the recipients. You can also attach files.
    enter meeting information
  8. On the Meeting tab, in the Show group, click Scheduling Assistant.
  9. The Scheduling Assistant helps you find the best time for your meeting.
    scheduling assistant
  10. Click the Add Attendees button at the bottom right of your screen.
    add attendees
  11. Search for attendees by name in the Select Attendees and Resources dialog box.
  12. Once you have found the correct name from the results list, then click the Required, Optional, or Resources button and then click the OK button.
    add people and resources
  13. Required and Optional attendees appear in the To box on the Meeting tab, and Resources appear in the Location box.
  14. The free/busy grid shows the availability of attendees with the time you’ve proposed for your meeting blocked out in blue.
    free/busy availability
  15. The Room Finder pane on the right side of the screen contains suggested times for the best time for your meeting (when most attendees are available).
  16. To select a meeting time, click a time suggestion in the Room Finder pane in the Suggested times section.
    room finder
  17. To set up a recurring meeting, on the Meeting tab, in the Options group, click Recurrence.
    set recurrence
  18. Choose the options for the recurrence pattern you want, and click the OK button.
  19. When you add a recurrence pattern to a meeting request, the Meeting tab changes to Recurring Meeting.
    recurring meeting settings

Outlook Web App

  1. Log in to PAWS.
  2. Select the Email and Calendar link in the left sidebar.
  3. Your email will open as an Outlook Web App in a separate window.
  4. Select the Calendar option in the bottom left sidebar.
  5. Click the New button at the top left of the screen.
    new meeting outlook web
  6. An untitled appointment will open in another window.
  7. In the Subject box, type the description of your meeting.
  8. In the Location box, type the location of your meeting.
  9. In the Start time and End time lists, click the start and end time for the meeting.
  10. If you select the All-day event check box, the event shows as a full 24-hour event, lasting from midnight to midnight.
  11. In the meeting request body, type any information that you want to share with the recipients. You can also attach files.
    enter meeting information
  12. Click the Scheduling Assistant tab at the top of the Meeting box.
  13. The Scheduling Assistant helps you find the best time for your meeting.
  14. Click the Select Attendees button in the Scheduling Assistant.
    select attendees
  15. Search for attendees by name in the Address Book.
  16. Once you have found the correct name from the results list, then click the To, Optional, or Resources button and then click the OK button.
    confirm attendees
  17. Required and Optional attendees appear in the To box on the Meeting tab, and Resources appear in the Location box.
  18. The free/busy grid shows the availability of attendees.
  19. To select a room for the meeting, click on the Select Rooms button in the Scheduling Assistant.
    select rooms
  20. Search for rooms in the Address Book and click the OK button.
  21. Go back to the Appointment tab at the top of the Meeting box.
  22. Ensure all the information is accurate before clicking the Send button.
    send request
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