Schedule Conference Room

These instructions are for scheduling a conference room in the Research Complex using Outlook. Rooms may be scheduled for one-time use or for recurring meetings.

For one-time use:

  1. Open Outlook
  2. Choose New, Meeting Request
  3. In the box that opens, type”PHHP-DG100″, or “PHHP-DG126”, in the “To” field.
  4. In the Subject box, please indicate the name of the lab you are in (e.g. Perri Lab or Vandenborne Lab).
  5. In the body of the message, please provide information on the use of the room or purpose of the meeting. Please be as detailed as possible and also include a telephone number so we can reach you, should it become necessary. Feel free to include any other information you feel important with regard to the room.
  6. Set the Start Time and End Time for the meeting
  7. Click the “Scheduling Assistant” button , then click the options button (towards bottom left) and UNCHECK “Show Only Work Hours” and “Show Calendar Details” to display more than 8:00 to 5:00 work period.
  8. Look in the schedule to show the times the room is already booked as well as the available times. Adjust your Start and End time at the bottom of this tab as needed.Note: The more attendees you list for the appointment the more schedules will be viewed in the Scheduling Tab.
  9. Click Send when you are done. Note: You may schedule recurring appointments for regularly scheduled meetings, but these will be accepted for only one semester at a time.For more information on recurring appointments see “Special Instructons for Scheduling a Recurring Appointment” at the bottom of the page.
  10. The appointment will then be accepted or declined depending on the availability of the particular room. This is a manual process so please be patient. IF YOU DO NOT RECEIVE A MESSAGE BACK STATING EITHER ACCEPTED OR DECLINED, THE ROOM HAS NOT BEEN SUCCESSFULLY RESERVED.

For Recurring Meetings:

  1. Click on the “Recurrence” button and select the options you need, illustrated below.
  2. Then press OK when you are done.
  3. You will need to verify the room is available for each of the dates during that timeslot.
  4. Then press Send to complete the request.
  5. The appointment will then be accepted or declined depending on the availability of the particular room. This is a manual process so please be patient. IF YOU DO NOT RECEIVE A MESSAGE BACK STATING EITHER ACCEPTED OR DECLINED, THE ROOM HAS NOT BEEN SUCCESSFULLY RESERVED.

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