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This Article provides a step-by-step guide on "How to Schedule an Exchange Resource" in either the Classic/New Outlook desktop application or through Outlook on a web browser.
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3. Web Outlook
Step 1: Navigate to the Calendar View.
- Look for the Calendar Icon on the left sidebar and click it to open the Calendar view.
Step 2: Navigate to 'New Meeting' to open the initial Meeting Request screen.
- Navigate to the 'Location' Button to search for the Building and Room.
Step 3: Ensure you are scheduling the 'Start Time' and "End Time' correctly.
- When Selecting either Date or Time a drop-down menu will appear.
Step 4: To add more attendees to the meeting, navigate to 'Scheduling Assistant' option.
- Required Attendee: On the right side locate 'Required Attendee', in 'Add required attendee' insert the desired participant(s) UW email then press enter.
- Optional Attendee: On the right side locate 'Optional Attendee', in 'Add optional attendee' insert the desired participant(s) UW email then press enter.
Note: This will also show you if there are any conflicts with the room or participants schedule at the time you are requesting.
Step 5 (Optional): To add 'Tags', 'Voice', and/or 'Immersive', in 'Meeting' tab navigate to the three horizontal dots in the upper right-hand side of the taskbar.
- This will provide a drop-down menu with you options.
Step 6: Once you are finished adding all necessary information, Select 'Send'
Step 7: If you do not have permission to Direct Book the resource you will receive an email notifying you that your request to book the resource is pending approval by a delegate of the resource.
Step 8: After a delegate has acted upon your request you will receive either an acceptance email
OR a rejection email
Step 9: To Cancel a Meeting. Select the Meeting you would like to have cancelled and then select 'Cancel Meeting'.
- This will bring up the Meeting Request screen again, replacing the Send option with 'Send Cancellation', please click this. This should Cancel the requested meeting whether it's been approved or not.
Step 1: Navigate to the Calendar View.
- Look for the Calendar Icon on the left sidebar and click it to open the Calendar view.
Step 2: Navigate to 'New event' to open the initial Meeting Request screen. 
- Navigate to the 'Add a room or location' Subject Line to add the Building and Room.
Optional: If event is 'In-Person' select the location icon on the right side of 'Add a room or location', a drop-down will appear to enable the option
Step 3: Ensure you are scheduling the 'Start Time' and "End Time' correctly.
- When Selecting either Date or Time a drop-down menu will appear.
Optional: If 'Teams meeting' needed. You may enable option with the Slide-bar.
Step 4: To add more attendees to the meeting, navigate to 'Invite required attendees' subject line
- Required Attendee: Insert the participant(s) on this line and press enter
- Optional Attendee: On the right side of 'Invite required attendees' Subject Line locate the 'two people' Logo with a star, this will give a drop-down menu in 'Add optional attendee'. This will create a new Subject Line 'Invite optional attendees', insert desired participant(s) here.
Note: Wanting to see conflicts - Select the 'Expand' Arrow in the upper right hand corner. This will open the 'Scheduling Assistant' View.
- This will also show you if there are any conflicts with the room or participants schedule at the time you are requesting.
Step 5 (Optional): To add more information - 'Private / Public' , 'Categories' , 'Shown As' , 'Reminder'
- On the toolbar located on the upper part of the Meeting Request screen you will see Icons representing each option. Once clicking an icon it will provide a drop-down menu with all your options in that respective section.
Step 6: Once you are finished adding all necessary information, Select 'Send'
Step 7: If you do not have permission to Direct Book the resource you will receive an email notifying you that your request to book the resource is pending approval by a delegate of the resource.
Step 8: After a delegate has acted upon your request you will receive either an acceptance email.
OR a rejection email
Step 9: To Cancel a Meeting. Navigate to the meeting you are wanting to cancel and select 'Cancel'
- This will prompt you to include an optional message, once done select 'Send'
Step 1: Navigate to the Calendar View.
- Look for the Calendar Icon on the left sidebar and click it to open the Calendar view.
Step 2: Navigate to 'New event' to open the initial Meeting Request screen.
- Navigate to the 'Add a room or location' Subject Line to add the Building and Room.
Optional: If event is 'In-Person' select the location icon on the right side of 'Add a room or location', a drop-down will appear to enable the option
Step 3: Ensure you are scheduling the 'Start Time' and "End Time' correctly.
- When Selecting either Date or Time a drop-down menu will appear.
Optional: If 'Teams meeting' Enable option with the Slide-bar.
Step 4: To add more attendees to the meeting, navigate to 'Invite required attendees' subject line.
- Required Attendee: Insert the participant(s) on this line and press enter
- Optional Attendee: On the right side of 'Invite required attendees' Subject Line locate the 'two people' Logo with a star, this will give a drop-down menu in 'Add optional attendee'. This will create a new Subject Line 'Invite optional attendees', insert desired participant(s) here.
Note: Wanting to see conflicts - Select the 'Expand' Arrow in the upper right hand corner. This will open the 'Scheduling Assistant' View.
- This will also show you if there are any conflicts with the room or participant(s) schedule at the time you are requesting.
Step 5 (Optional): To add more information - 'Private / Public' , 'Categories' , 'Shown As' , 'Reminder'
- On the toolbar located on the upper part of the Meeting Request screen you will see Icons representing each option. Once clicking an icon it will provide a drop-down menu with all your options in that respective section.
Step 6: Once you are finished adding all necessary information, Select 'Send'
Step 7: If you do not have permission to Direct Book the resource you will receive an email notifying you that your request to book the resource is pending approval by a delegate of the resource.
Step 8: After a delegate has acted upon your request you will receive either an acceptance email.
OR a rejection email
Step 9: To Cancel a Meeting. Navigate to the meeting you are wanting to cancel and select 'Cancel'
- This will prompt you to include an optional message, once done select 'Send'
