1

Meeting room/resource bookings post Microsoft Office 365 migration

2

Contents

Purpose ................................................................................................................................... 3  

What is Office 365? ................................................................................................................. 3  

FAQ: frequently asked questions ............................................................................................. 4  

Meeting Rooms—what has changed? ..................................................................................... 4  

All meeting rooms are progressively being converted to a new format. .................................. 4  

How to request a booking post the Office 365 migration ......................................................... 4  

How are the bookings approved? ............................................................................................ 4  

Microsoft Outlook 2010 ............................................................................................................ 4  

Add and remove resources (eg meeting rooms) ..................................................................... 4  

Adding a meeting room resource ............................................................................................. 4  

Removing a meeting room calendar ........................................................................................ 8  

Removing all the meeting room resources .............................................................................. 9  

Adding a Department resource (eg Car) ................................................................................ 10  

Removing a Department resource (eg Car) ........................................................................... 11  

3

Purpose This document is designed to assist and answer the questions about the changes to meeting room bookings through Outlook after the Microsoft Office 365 (Office 365) Migration.

What is Office 365?

Office 365 is a cloud based software service provided by Microsoft that offers secure, anywhere access to email and calendars, Office Web Apps, instant messaging, video conferencing, and file sharing. For a more detailed explanation please visit www.microsoft.com/en-us/office365/what-is-office365.aspx

The ANU Email Project will be implementing the email and calendaring functionality provided by Office 365 with the expectation that functionality such as file sharing and office web apps to be investigated for future implementation. ANU Staff will also be provided with instant messaging functionary through Microsoft Lync.

4

FAQ: frequently asked questions

Meeting Rooms—what has changed?

All meeting rooms are progressively being converted to a new format. All current meeting room functional mailboxes are being converted to Resource Mailboxes with Calendars. This will slightly change how you access and request a booking for a meeting room.

How to request a booking post the Office 365 migration If you want to request a booking for a room/resource you add the meeting room/resource as an additional invitee when you submit the meeting request.

How are the bookings approved? Some meeting rooms have been setup with designated Approving officers where they will receive the booking and confirm it on the meeting rooms behalf. This functionality can be setup if requested. Alternatively the booking will be automatically accepted by the room.

Microsoft Outlook 2010

Add and remove resources (eg meeting rooms)

Adding a meeting room resource

1. Open Outlook.

2. Open Calendars.

5

3. Select Open Calendar from the Manage Calendars menu.

4. Select From Room List.

5. Change the Address Book drop down list to All Rooms.

6

6. Highlight and select all the rooms that you want to use and select the Rooms button.

7. Select OK.

7

8. All the rooms will be added for you to view

(note you may have to change the view as the default is occassioanly set to month view)

8

Removing a meeting room calendar

1. Open Outlook.

2. Open Calendars.

3. On the left hand side, select and highlight the room you want to remove.

4. Right-click and select Delete Calendar.

9

Removing all the meeting room resources

1. Open Outlook.

2. Open Calendars.

3. On the left hand side, right-click on Rooms.

4. Select Remove all Calendars.

5. Select Yes.

10

Adding a Department resource (eg Car)

1. Open Outlook.

2. Open Calendars.

3. Select Open Calendar in the Manage Calendars menu.

4. Select From Address Book

5. Search for the Resource name (eg FBS Car YHJ24U)

11

6. Select and highlight the resource you require.

7. Select Calendar.

8. Select OK.

Removing a Department resource (eg Car)

1. Open Outlook.

2. Open Calendars.

12

5. On the left hand side, right-click the resource calendar that you want to remove.

6. Select Delete Calendar.