Western - Outlook - Reserving A Room or Resource

Each CCE office maintains a set of room and resource calendars to enable staff to reserve what is needed for meetings and events.

Each CCE office maintains a set of room and resource calendars.  All staff can easily view the availability for each room and resource in order to reserve it (ex. conference rooms and audio-visual equipment). 

If you do not see your office's calendars in Outlook, go through the steps outlined in Article - Outlook - Calendars (cornell.edu).

All rooms and equipment should be reserved as far in advance as possible by using its associated Outlook calendar. Reservations should include all days/times that the resource will be in your possession and/or unavailable for other use (do not just reserve for the time of the event).  If you have questions about the appropriate uses of the outlook calendars, contact your supervisor, local IT person and/or refer to your association's local SOP.

All equipment is expected to be returned as soon after usage as possible and in the condition it was received. All problems or difficulties with a room or its equipment are to be directed to the local IT contact as soon as possible for repair and/or regular maintenance.

How to Reserve A Room and/or Resource

To reserve a resource, you will “invite” that resource to a meeting event on your own calendar.

How to video: https://app.screencast.com/aVlX6uASo11dC (1 min) - no sound in this video

1. Create a new meeting (or open an existing one) on your calendar.
    
2. Add in the following information:
   • TITLE:   Include a detailed description and your name so it's easily identifiable on the calendar 
     ex. 4-H Horse Committee Meeting (Jenn Matthews)
   • Skip this step if you are planning to reserve a CCE meeting room
     LOCATION:  Detailed location of meeting and/or address
   • Start and End Times
     Please note: When reserving a room or resource, the days/times should be set to when the resource/room will be unavailable, NOT the exact meeting time (unless you plan to immediately pick up and return it during the meeting time).
   • Show As: Busy
     If it’s set to free, then the resource will be available during that time for someone else to reserve it.
      
3. Click on the “Scheduling Assistant” tab.
    
4. To Reserve Room(s) and/or Resource(s):
   • Click on the “Add Attendees" button in the top menu.
   • In the Select Attendees pop-up box, type in cce and then the first three characters of the county name (no space)
     Example:  ccemon 
   • Click the right arrow or hit the return key to start the search.
   • Click on the name of the room or resource to select it then click the Resources button
     (Repeat this for each room or resource you wish to reserve)
   • Click OK, when all room(s) you need are listed in the Rooms text box.
      
5. Review the list of attendees and resources to be sure all is available during the times you selected.  
   • If the resource is NOT available, you can:
     • Delete the resource from your meeting request by going back into "Add Attendees" and removing it
     • OR change the start and end time to when it will be available.
        
6. Click on the “Meeting” tab to go back and review your meeting information.
    
7. Click “Send” to submit your reservation.

Depending on your association calendars configuration, you will either receive an automatic accept or reject e-mail in your Inbox from the resource(s) OR you will have an automatic Tentative e-mail response, if the calendar is set up for a staff person to approve each reservation.  Refer to your local association's SOP or to your supervisor if you have any questions.
 

Cancel A Room or Resource Reservation

1. Open the meeting event in your calendar.
2. Click on “Cancel Meeting” to cancel the meeting and all its reservations and invites.
   OR
3. Click on the "Scheduling Assistant" tab to selectively remove the rooms or resources that you no longer need for the meeting then click "Send Update".