Finding an available conference room

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Sven79 - 23 May 2006 10:20 GMT

I work in a large organisation, spread across lots of buildings each of which
have multiple conference rooms.
Is there an easy way to schedule a time and date for a meeting and then have
outlook automatically find the best available meeting room from a group of
resources and book it?

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Judy Gleeson, MVP Outlook - 23 May 2006 10:52 GMT

yes - make the meeting, go to the Scheduling Tab and add as many rooms as
you like as Resources. Then Options | Autopick all people one resource and
it will find a time for all people and any room.

Judy Gleeson, MVP Outlook
Acorn Training and Consulting
www.acorntraining.com.au

Everyone - turn on your Advanced Toolbars and learn how to use the Field
Chooser and Group by Box!!

>I work in a large organisation, spread across lots of buildings each of
>which
[quoted text clipped - 3 lines]
> outlook automatically find the best available meeting room from a group of
> resources and book it?

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Sven79 - 23 May 2006 15:51 GMT

Thanks for your assistance.
Further to the previous question,
I set up a distribution list with all the meeting rooms in it
however the autopick selects the resource based on its alphabetic order
is there any way to sort the conference rooms in the list manually i.e.:

if meeting room 5 is available, choose it
else
if meeting room 3 is available, choose it
else
if meeting room 7 is available, choose it

> yes - make the meeting, go to the Scheduling Tab and add as many rooms as
> you like as Resources. Then Options | Autopick all people one resource and
[quoted text clipped - 14 lines]
> > outlook automatically find the best available meeting room from a group of
> > resources and book it?

Reply to this Message

Judy Gleeson, MVP Outlook - 23 May 2006 23:55 GMT

The way I suggested will try in the order you used to enter them. So if the
first room is available, that's the one it picks.

Judy Gleeson, MVP Outlook
Acorn Training and Consulting
www.acorntraining.com.au

Everyone - turn on your Advanced Toolbars and learn how to use the Field
Chooser and Group by Box!!

> Thanks for your assistance.
> Further to the previous question,
[quoted text clipped - 28 lines]
>> > of
>> > resources and book it?

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Jason James - 20 Aug 2007 23:32 GMT

Sorry Judy, but I have having this same problem. But I cannot find the
Autopick option that you are referring to. I assume that it is under options
on the Scheduling Assistant tab? If so, I don't have it.

Thx

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Worksmart - 20 Sep 2007 20:58 GMT

On the Scheduling tab, look near the bottom of the dialog box, left side.

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Peggy Duncan, Author
Conquer Email Overload with Outlook
http://www.PeggyDuncan.com

> Sorry Judy, but I have having this same problem. But I cannot find the
> Autopick option that you are referring to. I assume that it is under options
[quoted text clipped - 20 lines]
> > > outlook automatically find the best available meeting room from a group of
> > > resources and book it?

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