HOW TO: Schedule a Meeting with Outlook for Macs Using Clemson Exchange Resources

SCHEDULE A MEETING WITH OUTLOOK USING CLEMSON EXCHANGE RESOURCES

This document applies to Microsoft Office Outlook Exchange for Windows or Mac.  Below are instructions to schedule an in-person meeting - first for Windows, then for Macs.

WINDOWS

On the Home Tab, click New Items, then select Meeting.

Red arrows to New Items, Meeting

In the Title box, type a description.

Click on Room Finder to choose from rooms available for automatic scheduling from the Clemson Exchange Servers.

 Red arrow to sample Title and Room Finder icon

Select a room from the Room Finder and it will automatically populate the Required box.

Red arrow to an item under Suggested conference rooms, corresponding item in Required is filled out automatically

In the Start Time and End Time lists, select the start and end time for the meeting. If this is an all-day event, select the All day event check box.  An all-day event is a full 24 hour event lasting from midnight to midnight.  Or use the Scheduling Assistant tab. From here you can add attendees or other resources and see availability grid.  You can click on the time(s) you want.  When you are finished, click Send to send the invitation.

 

 

 

 

MAC

On the Home Tab, click New Items, then select Meeting.

Red arrow to New Items, red arrow to Meeting

In the Subject box, type a description.

In the Location box, type a description or click Room Finder to choose from rooms available for automatic scheduling from the Clemson Exchange Servers.

In the Start Time and End Time lists, select the start and end time for the meeting. If this is an all-day event, select the All day event check box.  An all-day event is a full 24 hour event lasting from midnight to midnight.  

To select a room, click on the Rooms Scheduler. Once you find the room you want, at the bottom of the list click Add to Meeting or Check Availability.



Click on the Search Contacts and Addresses icon beside the To: box to select attendees.

Select the name from the results list, and click Required, Optional, or Resources at the bottom of the list, and then click OK.  Required and optional attendees appear in the To: box on the Meeting tab, and resources appear in the Location box.

If you want to make the meeting recur, click Recurrence, select the recurrence pattern. 

If you want to add a file attachment, click on Format Text.  If you want to add a message to your attendees, it can be typed at the bottom of the screen. 

If you want to add a file attachment, click on Format Text to find that option.


Click on the Scheduling link.  The Scheduling Assistant helps to find the best time for your meeting.

The free/busy grid shows the availability of attendees. A blue box represents the time of the meeting. 

The Suggested Times pane locates the best time for your meeting, which is defined as the time when most attendees are available. The best meeting time appears at the top of the pane. To select any of the suggested times, click the time suggestion in the Suggested Times pane. You can also manually pick a time on the free/busy grid.

When you are finished, click the Send button in the upper left part of the screen.

 

If you have more questions, call 864-656-3494 or email ITHELP@clemson.edu.

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