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Home > Office 2007/2010: Outlook - Reserving Group Rooms   

Office 2007/2010: Outlook - Reserving Group Rooms 
Audience: Faculty;Staff;Full-Time;Part-Time;EMBA

Operating System: Windows 8/8.1;Windows 7;Windows Vista;Windows XP
Article Number: 42 .20.0

Updated: 3/1/2013 1:35 PM
Summary
Reserve group rooms at Kellogg using the Microsoft Exchange email and calendaring system.

Overview

Group Rooms are available at each Kellogg campus. Full-Time and Part-Time program students can reserve rooms via the Exchange Messaging and Calendaring System. 1

You cannot reserve classrooms in Exchange. Please contact your program director or student affairs office to reserve classrooms.

Part-Time Students: If you do not use Outlook for your Kellogg email, please refer to "Reserving Group Rooms Online" under Related Articles.

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On this page:

See Multiple Group Rooms' Availability at a Glance

Group Schedules allow you to see the availability of multiple group rooms in one view. Because room schedules are very busy, this provides a quick method for finding an available room. You may wish to follow these steps multiple times to setup views for different locations, such as Jacobs, McManus, Wieboldt, etc.

Outlook 2007

  1. In Outlook click on the Calendar option in the bottom of the left-hand column. Then, go to Actions > View Group Schedules.
  2. Select New and type a name for the new Group Schedule (e.g., “Jacobs Group Rooms” or "Wieboldt SGR's").
  3. Click OK.
  4. Click the “Add Others” button on the lower left-hand side of the windows and select “Add from Address Book…”
  5. Select “All Rooms” from the "Address Book" drop down menu.
  6. Highlight all rooms you wish to include in the view and click the To button.
  7. Click OK.
  8. Select “Save and Close” on the lower right-hand side of the window.
  9. You can repeat this procedure and create as many room views as you wish.

Outlook 2010

  1. In Outlook click on the Calendar option in the bottom of the left-hand column.
  2. Click on the Home tab and go to Calendar Groups > Create new Calendar Group.
  3. Type a name for the new group schedule (e.g., "Jacobs 2nd Floor SGR's" or "Wieboldt Group Rooms").
  4. Click OK.  The Global Address List will open. Select, "All Rooms" from the "Address Book" drop down menu. 
  5. Highlight all rooms (up to 30 per calendar group) you wish to include in the view.  Then click the Group Members - > button.
  6. Click OK.  You will now see the calendar group on the left side of the Calendar.

Make changes to an existing Group Schedule

Outlook 2007

  1. In Outlook click on the Calendar option in the bottom of the left-hand column. Then, go to Actions > View Group Schedules
  2. Select the group schedule you wish to change and click Open...
  3. To delete rooms from this view, select the room and press the backspace button; the room will no longer be listed in this view.
    Select “Save and Close” on the lower right-hand side of the window.
  4. To add rooms, Click the “Add Others” button on the lower left-hand side of the windows and select “Add from Address Book…”
  5. Select “All Rooms” from the "Address Book" drop down menu.
  6. Highlight the additional rooms you wish to include in the view and click the To -> button.
  7. Click OK.
  8. Select “Save and Close” on the lower right-hand side of the window.

Outlook 2010

  1. In Outlook click on the Calendar option in the bottom of the left-hand column.
  2. Expand the Group Schedule you wish to modify.
  3. To delete a room, right-click on the room you wish remove and select Delete Calendar from the context menu.
  4. To add a room, right-click on the Group Schedule name and select Add Calendar > From Room List... from the context menu.
  5. Highlight the additional room(s) you wish to include. Click the Rooms -> button.
  6. Click OK.  You will see the room added to your Group Schedule on the left side of the Calendar.
  7. If you need to re-sort your rooms, simply click and drag a room to the position you want it to be in.

Scheduling a Meeting

Exchange allows you to view other student’s schedules and automatically suggests times when participants are available. You can include people from the Global Address List (Kellogg users with Exchange email accounts), as well as your contacts and/or any email address.

  1. With the Calendar view option, go to New > Meeting Request.
  2. Enter the subject information in the Subject field.
  3. Enter the agenda in the area below the date/time.
  4. Click on Scheduling Assistant
  5. In the rows provided enter the names (Kellogg constituents only) or email addresses of those you wish to invite.
  6. Note the suggested times that appear on the right side of the window. This will help you find a time everyone is available to meet.
  7. If you created a group schedule above, we will now find a group room available at the same time your group is available to meet. 
  8. Leave the appointment window open and return to the Outlook Calendar menu.
  9. Go to Actions > View Group Schedules.
  10. Click the Group Schedule you want to view and click Open.
  11. Find a room that is available at the desired time, and close the group schedule.
  12. Return to your appointment window, and click Add Rooms
  13. Double-click the room you wish to reserve, and click OK.
  14. The room now appears in the All Attendee’s list.
  15. Confirm the Attendee list, Start time and End time are correct.
  16. Click Send.

Confirming Reservations & Viewing Attendance

When you send your meeting invitation, each recipient will receive a meeting request, and the room will send an automated Accepted or Declined email to the meeting organizer.

When scheduling meetings, please ensure the room Accepts your request. If the room declines your meeting request—but you do not reschedule the meeting in a different room—all other recipients of the meeting invitation will have the wrong (declined) room number. Therefore, please remember to remove the declined room from the invitation, and send an updated invitation with a new room.

Meeting Attendance

Recipients of meeting requests can accept, tentatively accept, decline, or propose a new time for the meeting. Additionally, if recipients decline, they can choose whether to send a response or not. As a meeting organizer, you can see these responses by opening the meeting and clicking Tracking. Note that if a recipient chooses to decline and not send a response, their response will be listed as "None," as if they have not responded.

1 Reservation Guidelines
Please refer to your program's Student Affairs/Services website for reservation guidelines:

2 You only have to set up your Group Schedules one time. After you have created the Group Schedules, you can view each group by going to View Group Schedules and clicking Open.