Outlook - How to Schedule 540 Conference Rooms

When scheduling a UCL meeting room.

Step-by-step guide

As our on-site work presence has increased post Covid, so has demand and scheduling conflicts for meeting rooms. It seems a good time to review the procedure for booking UCL meeting rooms.

I’ve updated the KB article but the procedure remains the same. This is applicable to UCL rooms at UUCE and MLIB. This can be done in the Outlook Client or the online interface for Umail:

• In a new meeting request, include the meeting room in the Required Attendees. If the room does not auto-populate as you type into the feild, you can search the global contact list or do a ctrl/k to list suggestions.
• (Most problems occur here.) It’s counterintuitive, but the Location field has no bearing on reserving the room. Enter any appropriate text there. You must include the room as an Attendee.
• You may switch to Scheduling Assistant to verify room’s availability.
• After you select a time, enter a subject, and other fields, sent the request.
• If the room is available your request will be automatically accepted, or rejected if not. You will receive an email notice either way.

To verify you were successful, you can view calendars for any of our rooms at any time and note that your meeting appears there.

If two parties experience a scheduling conflict, please yield the room to whichever party is showing on the room’s calendar. Review this procedure to see if you missed any detail, and contact us at tech support if the cause remains a mystery.

Meetings should be scheduled and cancelled with consideration to maximize the room’s availability to others. Cancel any single meetings or instances of recurring meetings with as much lead time as possible. Project recurring meetings to a practical future time but not indefinitely.

You may also use the new Zoom reservations system to book meeting rooms. It’s pretty intuitive. Just go here and sign into zoom with your UNID credentials. (Announcement and instructions forthcoming.) utah.zoom.us/workspace#/workspace/home

Please note: Because room 219 is also utilized as a classroom, this space must be reserved in Astra after 5pm Monday-Friday and all day on Saturday or Sunday. Please contact the Astra scheduler in your vertical to get this scheduled.