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Scheduling Using Outlook

While everybody will have View access to all conference room calendars, you may not be able to schedule certain conference rooms. Some conference rooms are configured to require an approval to schedule. For those rooms, a request will be sent through the calendar system to the person(s), who can schedule the room. A "hold" will be placed on the calendar, and you will receive notification once the request has been approved/declined.

Please note that rooms must be booked at least 24 hours in advance, and reservations can be made up to 180 days ahead.

Using the Location field in Outlook

When adding events to your calendar, you can add CPH conference rooms in the meeting meeting Location  field.

  1. From your Outlook calendar, select select New Event/New Appointment/New Meeting

  2. Enter the date and time of your event

  3. In the the Location  field, begin typing the name of the conference room (CPH Conference Room 2, for example); Outlook will begin to auto-populate as you type (Note: All CPH conference rooms begin with "CPH".)
    Location_field_outlook.png
  4. When you save the event:
    • If you are are able to edit  the calendar, the event will save directly on the calendar
    • If you are are unable to edit  the calendar, a request to reserve the room will be sent the calendar approvers. A hold will be placed on the calendar, and you will receive email once the request is either approved or declined.  Your event is NOT scheduled until you receive an approval email.

Using the Calendar directly in Outlook

If your account has been given access to edit the calendar, you can open the calendar directly and add/modify/delete items. Refer to the the Accessing Conference Room Calendars page.

Locations

Please review the about conference rooms page to see the locations of the various conference rooms to help determine the location you want.

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