Outlook (Web App) Meeting Room/Calendar How-Tos
1: To add room calendars
- Open outlook through your choice of web browser (Edge, Chrome, etc.). Click the 3x3 grid of squares near the top left corner of the screen, then click “Calendar”
- Click “Add to Calendar” (near the top), then click “From Directory.”
- Enter the name of the room you want to add to your Calendar. Use “Search Directory” if the room does not pop up.
- Near the top right are calendar view options (Day, Week, Month). If you want to edit the color of any calendar: right-click the calendar (on left side of window), then click the options you want to edit (Rename, Delete, Color).
2: To add an individual person’s calendar
- Follow the steps for “1:” but input the person’s Email Address
3: To add the company calendar
- Follow the steps for “1:” but input “NolatoContour Calendar@nolato.com”
4: To book a meeting
- Click “New” near the top, then click “Calendar Event.”
- Click on “Scheduling Assistant”
- Hover your mouse pointer over any colored tabs to display information for events at that time. This information will update as you add attendees, and a room.
- Near the top left of the window is the “Start” and “End” time. Please input the date and time you need the meeting to be scheduled for.
- On the left side of the new window, click on “Attendees” and input the email address of the person you wish to add. Use “Search Directory” if their name does not pop up. Repeat this step for each person you want to be a part of the meeting
- Click “Add Room” near the bottom left of this window to show rooms available at your specified time.
- Click “OK” near the top left corner
- Input a name for the event in “Add title for the event.” If needed, you can make this a reoccurring meeting by clicking the box under “Repeat” and selecting an option. Below this option is “Reminder” which should send reminders to all the attendees. Near the bottom of this window is where you may input additional information regarding the meeting. All other fields should have been completed with Scheduling assistant, but reviewing these is a good idea before submitting the event.
- You can look on the calendar for your scheduled meeting to confirm that it was properly created. If needed, you can click the event, then click “Edit” if you need to modify the date or attendees.
Important Note: Please check all meetings after booking to make sure the room accepted the appointment. If another meeting is occurring any time during the time slot you’ve specified, your meeting will not be accepted by the room and will not show up on the room calendar.