Booking a conference room
1. Go to https://exploriuseducation.sharepoint.com/sites/bostonoffice/Lists/Boston%20Office/calendar.aspx
2. This should open the "Boston Office - Calendar." Make sure "Calendar" is selected at the top. Click "Connect to Outlook."
3. It will ask you to "Open Outlook 2016" which you want to do. You do not need to check the "Always open these types of links in the associated app."
4. Click "Yes" in Outlook once this screen pops up:
5. To book a conference room, right click on the day you would like the meeting (could actually be any day, as this is easily changed later) and choose "New Meeting Request."
6. Click "To." Under "Address Book" choose "All Rooms"
7. Choose any of the Boston conference rooms that you might want to book from the list and click "Resources." You can select mulitple rooms by holding the "Ctrl" key when selecting. For "Required" and "Optional" this is where you will put the emails of the people you are inviting. "Optional" means they are interested but need not attend. You can go back out to the Global Address Book to find those. Make sure to include yourself as well.
8. You will get this page (with the people you are inviting and the conference rooms in "To"):
9. You can do a few things on this page. Change the date, time, subject, message and see which rooms are available. The most helpful tool will be "Room Finder" on the right, as you can see which rooms have been booked already from your previous choices.
10. For example, in the photo below, you can see that "Boston Kitchen" has already been booked for this time slot, as it is no longer showing up as an available room at 8:00am, and a conflict is shown. Conflicts can also be shown as previous meetings on your calendar.
11. Send the invitation. Click "Yes" on the below screen.
12. An invite will show up in the users inbox. If they accept, it will be removed from the inbox and put on their calendar.
Tips:
- You can rename the calendar by right clicking on it in the left side bar (it is currently Boston Office - Boston Office)
- You can view it in "overlay mode" by clicking the arrow next to the name at top to show it with your personal calendar