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Using Outlook Meeting Requests

Overview

Outlook Meeting Requests can be used to schedule people, videoconference rooms, and multipoint conferences on the IU Video Bridge. The illustrated guide below is intended for novice users. It shows how to open multiple shared calendars in your Outlook calendar view to easily see open times across the calendars of participants (people), rooms, and the IU Video Bridge, how to make a meeting request with those entities, track the status of responses to your request, and finally, shows how invitees can interpret the location and connecting info for the meeting once they accept your request.

Open Shared Calendars to Check Availabilities

1. On the Outlook 2003 Navigation Pane, switch to Calendar (or press CTRL+2).
   
2. Click on the link Open a Shared Calendar then click Name.
   
3. Type the Display Name of the calendar you want to open from the Global Address List, then click OK.
   A list of display names for participating videoconferencing room calendars can be found at Videoconference Rooms Information.
   
4. Note that the calendar you opened appears side-by-side with your personal calendar.
   
5. Repeat Steps 2-3 to add more calendars as needed.
   (Note: if you are unable to open a calendar with the message : "Unable to display the folder. The Calendar folder could not be found", this means the calendar owner has not given you permission to see the calendar. For more information, visit IU Knowledge Base Setting folder permissions in Outlook.)
   

Make a New Meeting Request

1. Find a time that's free across selected calendars in your Other Calendars list. Unselect calendars you don't need.
   
2. On your calendar, highlight the block of time you want to request a meeting in. On the Menu Bar, select ACTIONS > New Meeting Request With > ALL.
   
3. A "New Meeting Request" window will appear. IMPORTANT: Click the "To" button in your meeting request window.
   
4. Cut the calendar names of resources like rooms, Video Bridge, etc. from the "Required" field and paste them into the "Resources" field. Click OK.
   
5. Note that the Outlook Resources are now listed in the location field. Type a subject line for your meeting, notes to participants in the body of the request, and press Send.
   (NOTE: meeting invitees who do not use Outlook as their personal email client may not see location details and meeting notes information when they receive your meeting request message. You should consider sending these invitees a follow up email with meeting details.)
   

For more information, visit the Knowledge Base: Reserving a room or resource in Windows / Mac OS.

Invitees: Interpret Location and Connecting Info in the Appointment

• Once accepted by the invitee, the meeting will appear as an appointment in the invitee's personal calendar. The appointment will display the meeting subject, followed by a list of locations in parentheses.
  If a "Video Bridge" is included, all participants should connect to that address from their Polycom Address Book, or call the telephone number listed in parentheses.