When you plan to schedule a meeting, and need to book a room, there is a self-service booking process available to all employees through Outlook or webmail. In addition to the rooms, portable videoconferencing systems, projectors and laser pointers can also be booked.
There are, however, rooms and resources whose booking is the responsibility of some areas, and is thus restricted, as is the case of the Professional Training rooms.
To book a meeting room, during or after creating an event in your Outlook calendar, simply follow these steps:
1. Select the Scheduling Assistant option;
2. Press the Add Rooms button;
3. To simplify, filter the available rooms (e.g. 'IT Meeting Rooms');
4. Select the room or rooms you want (ideal to have several choice options) and add them to the Rooms button ->, then click OK.
Once the rooms have been added, their calendars will be available to choose the one that suits best.
The rooms occupation is indicated in the respective timetables (1). To simplify the choice of a room, the Choose an available room function (2) displays the available rooms for the desired time. Once a room (3) is selected, it is automatically added to the schedule.
The conclusion of scheduling is performed by sending the e-mail where, in recipients, are referred to the room, to update the respective calendar.