Scheduling Meetings Using Microsoft Outlook For Mac

If you have resources, such as conference rooms, that you want users to be able to book as they invite people to meetings, you can use several possible methods:. Maintain the resource as an Exchange Server mailbox. Use a server-based script or event sink to accept bookings, or. Set it up as a resource so that Outlook 2000 and later can book it directly.

Mar 2, 2017 - If you're using Outlook on a Mac or another calendar program, this article explains how to schedule Amazon Chime meetings. On your Outlook Home ribbon, select Schedule Meeting > Create a new meeting to create a meeting invitation. Enter a meeting name and type in the name of the moderator. The moderator can remove participants as well as mute and unmute all participants in a meeting. On the Organizer Meeting tab, click Time Zones. On the Organizer Meeting tab, click Recurrence, and then select a recurrence pattern. Clicking the Scheduling button displays the Scheduling Assistant pane.

Use a delegate to handle meeting requests automatically or manually, or. Allow at least some users to add and edit items in the resource's calendar directly.

Maintain the resource as an Exchange Server public folder holding appointment items Office 365 and Exchange 2013 Newer versions of Exchange server do a much better job of managing resource and room calendars. Everything you need is built into Exchange; external scripts aren't needed. Exchange Server includes the following tools:. Scheduling Assistant - allows you to schedule meetings using a color-coded interface.

Calendar Attendant - helps ensure the reliability of calendar items. Resource Booking Attendant - automates resource management, such as conference rooms, projectors, and televisions. The Room Finder displays room and attendee availability and suggests times that work for all attendees. Using Direct Booking is not recommended with Exchange 2010 and up. Exchange 2007 Exchange 2007 includes a suite of tools which assist you in booking appointments that Microsoft refers to as 'Calendar Concierge'. They aren't new tools but are more reliable than in previous versions of Exchange. They are:.

Scheduling Assistant - allows you to schedule meetings using a color-coded interface. Calendar Attendant - helps ensure the reliability of calendar items. Resource Booking Attendant - automates resource management, such as conference rooms, projectors, and televisions. One change end-users notice is the Scheduling Assistant replaces AutoPick Next with the Suggested Times pane. Mailbox + script For Exchange 2000 and 2003, both free and commercial (Exchange Resource Manager) event sinks can automatically accept and decline meeting requests for resource mailboxes. If you are booking the resource with a script, you should not open the Calendar folder directly. Doing so may cause the free/busy information for the folder to become corrupted.

See XCLN: Resource Calendars Display Incorrect Free and Busy Times. Direct booking Outlook 2000 and later versions allow users to directly book resources without the need for a script or delegate. To set up a resource calendar folder for direct booking, create an Exchange mailbox for the resource, then use Outlook 2000 or later to log directly into the resource mailbox and set the Resource Scheduling options in Tools Options Calendar Options. Create a single item in the calendar to make sure that something shows up in its free/busy time for you to check.

Also grant the Author role on the Calendar folder to everyone you want to be able to book the resource. The easiest way to do this is with a distribution list or security group in the Global Address List.

The clients must book all appointments with a specific Outlook technique: On the Attendee Availability tab of a meeting request, click Invite Others to add one or more resources to the Resources box. Make sure you add them as resources. If you add them as required or optional attendees, the resources will not be automatically booked. TIP: Using your Exchange Server administration tool, set the mailbox to not accept messages from anyone.

(A distribution list or security group is good for this.) That way, if users forget and add the resource as a required or optional attendee, the request will bounce back to them from the resource mailbox. If you choose more than one resource - such two comparable conference rooms - you can click AutoPick and have it find the next available time for either resource. Also see: Mailbox + direct creation Direct creation simply means that you grant certain users Editor access to the resource's Calendar folder.

They can then create meetings directly in the resource's Calendar. If you use the direct creation method, see for a technique to prevent yourself from getting a meeting request message for meetings you are creating for someone else. Mailbox + delegate With Outlook 97 and 98, if you are not using an autoaccept script or event sink and want an Outlook resource to accept meeting requests automatically, the resource must be assigned to a delegate, and that delegate account must be running Outlook and stay logged into the Exchange Server at all times. Don’t worry; this doesn’t mean that you need a dozen systems running Outlook just to book the dozen conference rooms. A single computer running Outlook all the time, perhaps that of your receptionist, can act as the delegate for several resource accounts. For best results, on the Attendee Availability tab of a meeting request, click Invite Others to add the resource to the Resources box.

How do you keep unauthorized people from requesting a meeting in the room? In the Microsoft Exchange Administrator program, you can use the Delivery Restrictions tab on the Properties dialog for the conference room’s mailbox to allow only certain people to send messages to the conference room. Anyone else trying to send a meeting request to the conference room will get a non-delivery report with the distinctly unfriendly message, “A restriction in the system prevented delivery of the message.” This method could result in administrative headaches if too many users try to book the room and then call you to find out what that message means. An interesting alternative is to create two rules on the delegate's Inbox that look for the Meeting Request form - one rule for requests from valid users that just stops processing subsequent rules and a second rule that sends a reply back to the sender or moves them into another folder. You'll need Outlook 98 to do this, because Outlook 97 doesn't allow you to create a rule for items that use the Meeting Request form.

Public folder (direct creation) Maintaining a resource in a public folder is a variation on the direct creation theme. Users who want to schedule the resource make appointments directly in the public folder. Use permissions on the folder to restrict who has access to the resource.

The two disadvantages of this method are that the folder resource's availability is not shown in the Meeting Planner, where you see the free/busy times for everyone else, and you cannot invite the folder resource to a meeting. You must book it directly by making an entry in its folder. Tools in the Spotlight Resource Central is a complete meeting booking tool that fully integrated with Outlook©, Exchange and Office 365.

Quickly book meeting rooms and extra services like catering, hot disks, AV-equipment, table setup or parking spaces in one system that automatically handles changes. Key personnel can handle all existing reservations and assist by organizing meetings in another calendars. Improve customer service with visitor management including visitor registration, badges and automatic notification when visitors arrive. Tools Calendar Browser for Outlook is a solution for booking resources within an organization - from meeting rooms, cars and projector equipment to personnel. Search for free resources, see descriptions and book, all in one tool. Graphical WYSIWYG html editor. Integrated statistics tool.

Groupware, for both public folders and mailboxes. Full Unicode Support. Works on all versions of Windows, including Windows 7 and Windows Server 2008 R2. Supports Outlook 2007 and 2010. Compatible with Office 365.

Meeting Planner from EmergingSoft is a standalone scheduling application that is designed to simplify and streamline equipment scheduling, equipment requests, work flow and management. Works with Outlook 2000-2007 and Exchange 5.5-2007.

Meeting Room Manager was designed to work seamlessly with Outlook, making scheduling of more complex meetings, like meeting across multiple locations or planning meetings with catering, much easier. MeetingPlanner offers room, equipment, video, catering and other services scheduling in Outlook and the web. Track room use, send work orders, manage meeting types and costs easily with MeetingPlanner reporting services. Supports Outlook 2003-2010. Seamless integration and easy to use. Simplify the most complex recurring and multiple resource meetings.

Integrate your HVAC and Lighting for lower energy consumption. Simplify scheduling, reduce costs and improve productivity with MeetingPlanner! PRONESTOR BOOKING is a product suite that is used to control and book resources and services such as conference rooms and catering. All bookings are made directly via Outlook's meeting request and works as a natural extension of the meeting planning in Outlook - easy and simple to use for employees that already uses Outlook. Supports Outlook 2003/2007. Hi Diane, I hope you have an idea how to resolve my issue.

Exchange 2016 on premise (DAG), OWA and Outlook 2013. I defined resources (3 conf rooms) in EAC Recipients-Resources following the instructions in the Technet article. When using OWA it is possible to view free/busy time, and you get denied response when there is a conflict.

Many users prefer to use Outlook (2013), but then, the room finder doesn't see any rooms, and in scheduling assistant, they don't see any information about the rooms (free/busy info can't be retrieved - Server location can not be determined). Users can select a room and book it, but won't be getting any denied response if there is a conflict.

I hope you have an idea how to resolve this. Hi Diane, I have experience in VBA for excel and powerpoint.

I'm trying to add a simple bit of code to my outlook 2010. I can add a button to the tool bar at the top to kick off the macro.

And I can add a the certificate so others in my office can download and use this when its done. I'm trying to display a form which will hold an image, a dropdown list and a select button. The image is my office floor plan and the dropdown list is the list of meeting rooms on each floor when you select the meeting room you want, and click a button to display the selected image, the corresponding image, with a yellow square drawn around the selected meeting room will be displayed. I will have a separate image for each meeting room, so no graphics magic needed. I was playing around a bit with the 'Choose Form' button. I can select what looks like a blank tab on an existing Appointment Form, add an object for the image and an object for the list box and button. But I can't preload the list and I'm not sure about the VBA Read more ».

I can't preload the list and I'm not sure about the VBA logic to link the button to the list box to select the image. If you've ever done it in Excel, it works basically the same way in outlook. If the list never changes, you can add the values to the object directly, in the Properties, Value tab in the Value field. The macro at uses a userform and pulls the list from a file, but the same method will also work with objects on a tab. If you are publishing the form and are using values in a file (stored in a shared location), it will be better to use VBScript on the form rather than a macro as the script will follow you to any computer. On selecting the image, you'll need to use an ItemCustomPropertyChange(ByVal Name) macro with if statements - if the list value is x, then image1 outlook = y, image2 outlook = 0, etc.

(I don't know if it might be easier to use map hotspots rather than individual images.) This sample code is what I'm using for a client - when a checkbox is selected, a text box turns yellow. You Read more ».

Online Meetings You have two options for attending a scheduled online Skype for Business meeting—join using the Skype for Business client installed on your computer or join using the Skype Meetings App. Using the Skype Meetings App to join a meeting will give you more options for sharing content, however you may run into issues sharing your voice and videos. See the Skype Meetings App page, for more information about joining online meetings using this method. Start or join a scheduled online Skype for Business your Outlook Calendar. Open the meeting request and select Join Skype Meeting. Your browser will launch the Skype Web App. Select Trust when asked to trust the Skype for Business plugin.

Select Allow when asked to open the page in Skype for Business. Select Use Skype for Business (full audio and video experience) to use your computer’s speakers and microphone or headset. Select Join. You will then be taken to the meeting room in the Skype for Business desktop client. Start or join a scheduled online Skype for Business from Skype for Business.

Select the Meetings tab. Note: Meetings that have a Skype for Business option to join will have Skype for Business icon next to the meeting’s location. Select the meeting. Select Join. Select Use Skype for Business (full audio and video experience) to join using your computer’s speakers and microphone or headset. Select Join.

You will now be in the meeting. To join an unscheduled meeting You may be invited to an unscheduled meeting or to a meeting that is already in progress. You should receive a notification that you’ve been invited invited to a conference call. To join the meeting, click the blue phone button. You will then be taken to a meeting room in the Skype for Business desktop client.

Options while in the meeting Mute and unmute audio By default your audio will be connected. You can mute your audio by selecting the microphone icon. It will have a slash through the icon to signify that your audio is muted. Start an unscheduled or impromptu meeting An unscheduled or impromptu meeting is any conversation with one or more other Lync users. Start an unscheduled meeting by Instant Message. Select a contact and initiate an instant message by selecting the message icon at the bottom of the window. Add voice, video, or collaboration features using the icons at the top of the Instant Message window.

Add others to the conversation by selecting the person with the plus sign icon. Search for and add contacts by name or number. Start an unscheduled meeting by using the Meet Now command. Open Skype for Business. From the top menu, select Conversation.

Select Meet Now. Select Use Skype for Business (full audio and video experience) to join using your computer’s speakers and microphone or headset. A window will open with your meeting. To invite others:. By name or number:. Select the person with the plus icon.

Enter a contact’s name or number. Double-click the formatted name or number to add them to the meeting. By email:. Select the three ellipses ( ).

Select Show Meeting Info. Copy and paste URL, or select Invite by Email. Schedule an online meeting You can schedule an online meeting and invite attendees who use Skype for Business and those who do not. Attendees who do not use Skype for Business will attend using the Skype Meetings App. To schedule the meeting, you must use Outlook. Create an online meeting or conference call request.

Open Microsoft Outlook. In the Calendar view in the top navigation, select New Meeting (Note: Don’t choose New Appointment.). A new meeting request will appear. In the top navigation, select the Online Meeting icon. Then in the drop-down menu, select Create Online Meeting. An automatically generated footer will appear with a hyperlink to the online meeting and a phone number and conference ID to join by phone. NOTE: Do not modify any of the existing text in the meeting request.

Doing so may prevent people from joining the meeting. In the meeting request, in the To box, type the email addresses of the people you want to invite to the meeting, separated by semicolons. By default, Skype for Business will include assume all attendees are presenters.

To change this, see. You can invite people who don’t have Skype for Business installed to a scheduled online Skype for Business meeting. They will receive an email with a hyperlink that says Join Online Meeting. When they click on the hyperlink, the Skype Meetings App will launch in their default browser.

For more on joining and participating in meetings using this method, see OnlineSkype Web App. (Optional) Use Scheduling to ensure that everyone is available during the time you choose. In the meeting request, in the Subject box, type a subject for the meeting. By default, the location will appear as Online Meeting. Add a location if the meeting will have an in-person component.

(Optional) In the body of the meeting request, above the Join Online Meeting link, type additional meeting details. Send the invitation. Change meeting access and presenter options By default, Skype for Business will include assume all attendees are presenters. These default options work well for small meetings with 7-10 participants, but you will want to limit access and presenter options for larger meetings. Change meeting access and presenter options. In the Skype for Business online meeting request, select the Online Meeting icon and Set Access and Permissions. To change the permissions, select Customize access levels, presenter options, and phone settings.

You can now define presenters, as well as specify attendees who need to wait in a virtual lobby until the meeting starts. Leave a meeting Leave a meeting as a participant or presenter. Close the conversation or meeting window. Note: Skype for Business will notify you that you are leaving the meeting and that the conversation will continue without you. Schedule a meeting on behalf of someone else You can schedule online meetings or conference calls on behalf of another person if you have been set up as a delegate on that person’s Microsoft Outlook account or in Skype for Business. If someone would like you to serve as a delegate, Microsoft provides that explain how to allow someone else to manage your mail and calendar. You can also contact the KU IT Customer Service Center at or 785-864-0177 or request assistance from your departmental IT support team.

Note: Both you and your manager must be using Skype for Business. After you’ve been set up as a delegate, you can open your manager’s Microsoft Outlook calendar on your own computer and schedule the meeting. The University of Kansas on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy.