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Scheduling Meetings and Reserving Resources in Microsoft Outlook 2003 |
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| -Note: Follow these short steps to add an VPUR resource such as a projector or laptop to your meeting, event, or presentation. Also, take a look at "Microsoft Outlook's Meeting Requests: Do's and Don'ts."
Note: Once the equipment is reserved, please contact IT Staff to confirm equipment availability, at least 2 hours prior to the meeting for laptop and projector, and one day prior to the meeting for all other equipment. |
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| Resources Available via Exchange |
Location |
| VPUR Cell Phone |
IUB Carmichael Ctr Rm. 201 E (BEM) |
| VPUR Digital Audio Recorder |
IUB Carmichael Ctr Rm. 201 E (BEM) |
| VPUR Display |
IUB Carmichael Ctr Rm. 201 E (BEM) |
| VPUR Pager |
IUB Carmichael Ctr Rm. 201 E (BEM) |
| VPUR Projector Screen |
IUB Carmichael Ctr Rm. 201 E (BEM) |
| VPUR 8 X 8 free-standing Display |
IUB Carmichael Ctr Rm. 201 E (BEM) |
| VPUR Cool Pix 5000 Camera |
IUB Carmichael Ctr Rm. 201 E (BEM) |
| VPUR DV Camera |
IUB Carmichael Ctr Rm. 201 E (BEM) |
| VPUR Laptop |
Carmichael Ctr Rm. 203 (Tech Room) |
| PAGR CS Laptop |
Von Lee 208 (Tech Room) |
| VPUR i-Book 1 |
IUB Carmichael Ctr Rm. 201 E (BEM) |
| VPUR i-Book 2 |
Not Available |
| VPUR Dell Projector |
Carmichael Ctr. Rm. 203 (Tech Room) |
| VPUR Dell Projector 2 |
Von Lee 208 (Tech Room) |
Rooms Available via Exchange
- Carmichael Center 205 (Marketing Conference Room)
- Carmiachael 203 (Communications Conference Room)
- Von Lee 200 (Creative Services Large Conference Room)
- Von Lee 301 (Creative Services Small Conference Room)
-Note: A person can be a resource as well. If you need technical assistance please reserve VPURIT as a resource. The best
way to reserve a resource for a meeting or for personal use is to create your event on your calendar in Outlook.
- Carmichael Center 205 Conference Room can be reserved through Exchange by University Marketing Staff
- Carmichael Center 203 Conference Room can be reserved through Exchange by University Communications Staff
- Von Lee 200 and Von Lee 301 Conference Rooms can be reserved through Exchange by Creative Services Staff
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| 1. |
Open Microsoft Outlook, and open your calendar. |
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Click the "New" button in the top left corner to add the event or meeting that correlates with your reservation. After you add the subject, location, date, and time of your event, then click on the "Scheduling" tab. |
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Under the "All Attendees" section on the left side, click "Add Others" on the lower left side and "Add from Address Book" (as shown below). |
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| 4. |
In the white box in the top-left of the new screen, type the name of the resource that you would like to reserve from the list above. The alphabetical list below the type box will adjust to the letters you type, and you will see your item.
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| 5. |
Click it once, and then click the "Resources" button in the bottom-left of the window. Once your preferred item has been added to the Resources box, then click "OK."
If you are requesting a person to be at the meeting, do the same as explained above, but make sure you click the "Required" button to add them to the "Required" text field. |
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| 6. |
The new resource, whether it is a laptop or a projector or a meeting room, will now be linked to your meeting whether the time, date, or attendees change. If your meeting is cancelled then so is this resource.
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| 7. |
Notice the icons to the left of each meeting member or resource. According to these icons, Tyler is the meeting organizer, Greg and Mitch are required attendees, Ravi is an optional attendee, and the Conference room, laptop, projector, and VPURIT are scheduled as required resources. Double check to make sure a resource has the green icon next to it. Otherwise click the icon and select the appropriate label. Also, you can label the attendees as required or optional in this way. |
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