Book Outlook resources
Learn how to book resources in Outlook
How can I book Outlook resources?
Booking resources in Outlook is a straightforward process. However, there are a few prerequisites and limitations to consider. We will go through all of these in our article.
Invite a resource to an Outlook meeting
Open the calendar view in your Outlook and select the desired time span for your meeting. Then enter a name/title for the meeting.
Double click on the newly created meeting, now a window with the meeting details can be seen.
If you know the e-mail address of your resource by heart, you can invite them directly to the meeting as a “participant”. To do this, type in the resource’s email address under “Required”.
If you don’t know your resource’s email address, you can click “Location” to go to the list of resources available in the system. Under Address Book, select “All Rooms” or “All Rooms” respectively. You can then add the desired resource from the list to your selection by double-clicking it.
Now click on OK”. When saving, the desired resource is invited to your meeting. A confirmation will be sent to you by email. If the booking confirmation is automatic, you will receive the answer within seconds. If a manual release of a booking is stored in the system, you have to wait for the release of the responsible person.
Invitation declined, now what? How do I find available resources?
Invited a resource to your meeting and got a rejection in response? Outlook helps us to check which resources are still available at the desired time.
Use the so-called scheduling assistant for this. This enables you to compare the availability of the rooms in question with the availability of the other participants (if they are your colleagues) on a common interface.
Resources must have been recorded in advance by your IT in the system (Exchange / Exchange Online).
Of course, you can only find and book resources in the system if they have been entered in the system in advance. If you cannot find your resource in the system, please contact your IT department.
You can find more information on this on the following page: “Creating and managing room mailboxes”
More use cases with arbooMEET
arboo expands the options for booking resources and combines the booking of a resource with the option of adding other services to the booking. For example, with arboo you can add catering to an meeting or ensure that a responsible person takes care of a moderation case and a pin board for the meeting.
In addition, arboo relieves your IT department and enables specialist departments, local managers in branches, facility managers, secretariats, etc. to enter resources into the system themselves without the preparatory work of central IT. You can assign services, services and devices to all resources, which can be booked as required.
arboo offers additional added value in that these resources can not only be booked via Outlook, but also from a number of Microsoft programs such as teams or mobile apps. In addition, you can make the booking option for resources (e.g. desks) available via your SharePoint Online intranet.
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