Booking Room Resources

[Guest]

My understanding is that we can book meetings from any Outlook 2003 folder.
When sending out a meeting request, I start in the Resource (room) calendar.
I choose the participants and then book the room as a Resource. I am not the
person responsible for managing the calendar of this room.
* The meeting is displayed in the calendar and the Room now gets the
responses to attend rather then myself. Should I be setting up the meeting
from either my boss' calendar or my calendar instead?
* another scenario is now I need to move the location of the meeting to a
different room. I do this from the original meeting request booking, and
send an update. The meeting now displays on the new Resource calendar but is
still on the old one too. How can this be fixed?
* sometimes my meetings have disappeared from the Resource calendar without
any notification - they are just gone and in most cases someone has 'bounced'
me and put in their meeting insttead. How can I prevent this from happening
automatically?
* I notice rooms can be double booked. How can this be fixed?

Thanks for your assistance.

 

[Sue Mosher [MVP-Outlook]]

My understanding is that we can book meetings from any Outlook 2003 folder.

When sending out a meeting request, I start in the Resource (room) calendar.
I choose the participants and then book the room as a Resource. I am not the
person responsible for managing the calendar of this room.
* The meeting is displayed in the calendar and the Room now gets the
responses to attend rather then myself. Should I be setting up the meeting
from either my boss' calendar or my calendar instead?

Yes, if this is a meeting that your boss asked you to book for him/her, create it in their Calendar folder and invite the room as a resource.

* another scenario is now I need to move the location of the meeting to a
different room. I do this from the original meeting request booking, and
send an update. The meeting now displays on the new Resource calendar but is
still on the old one too. How can this be fixed?

The one on the old one should show as a cancellation. If it doesn't, you may need to just delete it from the room's calendar.

* sometimes my meetings have disappeared from the Resource calendar without
any notification - they are just gone and in most cases someone has 'bounced'
me and put in their meeting insttead. How can I prevent this from happening
automatically?

Check the permissions on the folder. You may want to limit delete rights.

* I notice rooms can be double booked. How can this be fixed?

Use the option in Outlook that sets the room to reject conflicting bookings. See http://www.slipstick.com/calendar/skedresource.htm
--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

 

[Guest]

Thanks Sue... see below for subsequent questions.
--
Carol

My understanding is that we can book meetings from any Outlook 2003 folder.
When sending out a meeting request, I start in the Resource (room) calendar.
I choose the participants and then book the room as a Resource. I am not the
person responsible for managing the calendar of this room.
* The meeting is displayed in the calendar and the Room now gets the
responses to attend rather then myself. Should I be setting up the meeting
from either my boss' calendar or my calendar instead?

Yes, if this is a meeting that your boss asked you to book for him/her, create it in their Calendar folder and invite the room as a resource. [Carol wrote - OK, no problem here.]

* another scenario is now I need to move the location of the meeting to a
different room. I do this from the original meeting request booking, and
send an update. The meeting now displays on the new Resource calendar but is
still on the old one too. How can this be fixed?

The one on the old one should show as a cancellation. If it doesn't, you may need to just delete it from the room's calendar. [Carol wrote - so if it shows as a cancellation, can others still book the room?]

* sometimes my meetings have disappeared from the Resource calendar without
any notification - they are just gone and in most cases someone has 'bounced'
me and put in their meeting insttead. How can I prevent this from happening
automatically?

Check the permissions on the folder. You may want to limit delete rights. [Carol wrote - any suggestions of how to approach IT and fellow employees regarding this . So you mean, only the person managing the resource should be able to delete?]

* I notice rooms can be double booked. How can this be fixed?

Use the option in Outlook that sets the room to reject conflicting bookings. See http://www.slipstick.com/calendar/skedresource.htm [Carol wrote - good resource - thanks]
--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers