Business Technology Help Desk

To create a new meeting request, either:

• select "File", then "New", then choose "Meeting Request".
  

• Alternatively, you can open your calendar in Outlook to see what times you have available, then use your mouse to drag-select a block of time, right click and choose "New Meeting Request".

Click on the "To..." button to access the Continental global address book. Make sure that "Global Address Book" is selected, not "Contacts" or "Trusted Contacts". Instructions on how to set the Global Address Book as the default can be found here.

Type the name of the conference room into the Search bar. Note: Do not include "the" before the conference room name. For example, type "Greenhouse" instead of "The Greenhouse". A full list of the conference room namescan be found here. Double click the room to add it to the Required field.

If you need a projector or the Avall unit, add those here as well in the same way: search "projector", then double click Projector 1 or Projector 2. If you don't add the projector or Avall unit here, we won't know you need it, even if you note that you need it in the meeting details.

Hit OK when you are finished.

Add any other attendee's alongside the conference room and projector/Avall (if requested). Make sure all of the names are separated by semi-colons ; Fill out the Subject line with the title of the meeting (e.g. Design Team Meeting), and fill out the body of the meeting with any accommodations from Queen that you may need. These notes will be visible to anyone invited to the meeting.

If the event is recurring (e.g. a weekly team meeting), click the "Recurrence" icon at the top. You can select which day, what time, and how often the meeting recurs, along with stopping the recurrence after a certain date or number of times.

Do not send the invitation at this point - if the room is booked during your time, it will reject the meeting. Once you have the room and attendees selected, click Scheduling at the top.