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Conference Rooms

Reserving Conference Rooms

To add a conference room reservation to a meeting, or to just reserve a room

In your Outlook calendar, click on New Meeting, and then, um, click on New Meeting.

You may be familiar with this so far–this is the regular way to use the Outlook Calendar to schedule meetings with other people.

To add a room reservation, just click Location and pick the room. (Ignore the thing on the right that says Rooms Finder.)

You’ll see a large list… The conference rooms are clustered together on the list and should be easy to find after the first time or so, especially since they’re the only things on the list that say Manhattan next to them.

They are listed as:

NYS_MH10_ConfRoom
NYS_MH10_ConfRoomSmall
NYS_MH8_ConfRoom

Double click on the room you want to reserve and it’ll send the name to the bottom area. Then click OK.

Once you’re back to the meeting scheduling thing, just put the date and time and that’s it!

That is, if all you want to do is reserve the room for like an hour in the afternoon and don’t need to fuss with sending invitations to whoever’s coming and all that, you can just select the room and “Send” the reservation and call it a day!

Of course, you can also title your meeting and invite others so they can accept and add it to their calendar, fancy pants.

The reservation will appear on your personal calendar. From there, you can open it and cancel the meeting if you decide.

Now that we have a central reservation option, it would be nice if you decide not to use a room you cancel it on the calendar. You will receive a reminder for it like other calendar events; if you get an alert for a room reservation and remember you actually meant to cancel, you can double click on the event in the reminder window to open the reservation and cancel it.

You can also reserve the conference line!

On the rooms list, there is also an entry for our conference line. Did you know we had one?

To add the conference room (and conference line!) calendars to Outlook

In the Outlook Calendar, click on one of your Calendar group headings. “My Calendars,” for example, click the title. Then select Add Calendar and then From Rooms List…

You’ll see the same rooms list as above when we were reserving a room, but this time you wanna pick NYS_Conference Rooms.

Click OK, and the NYS_Conference Rooms group will be added as a calendar group. Click the caret to the left of the name to expand the group. When the group is first added, all the rooms are checked on (is that how I can say it?) by default. You can uncheck the whole group, and check on and off individual ones.

From here things mostly* work and look like any other shared calendar. If you’re used to navigating multiple calendars you should be good to go. If not, call one of the tech people over for help cause that would need way too many screenshots.

*I say mostly because one thing you can’t do is just click on the calendar in front of your eyes and reserve time on it that way, which is why this whole guide exists.