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How do staff and faculty schedule the new Video Conferencing units through Outlook?

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Please make sure you have reviewed the OITFAQ article for I have a meeting I’m planning, what sort of Video, Web, or Audio conferencing tool or resource should I use?

Note: Completing these steps to reserve the Video Conferencing resource does not book the room itself. You should book the room through the administrative office in that area.  For a full listing of rooms please visit OITFAQ article: Where is video conferencing available at Pacific?

Follow the steps below to book the following resources for Video Conferencing:

Book using MS Outlook 2010:

  1. Under Calendar, Click New -> Meeting Request
  2. Click on the To button to open the addressbook
  3. Search for the video conference room and click on the Required button. Search for the individual participants and click on the Required button. Search for the video conference resource and click on the Resource button.  Note: All video conference resources start with vc_
  4. Click OK to accept the selections
  5. Click the Start and End Date and Time pulldown to select the meeting date and time. You can also click on Scheduling Assistant to view a availability of the room, resources and participants that you selected in steps 3 & 5. Select the appropriate date and times for your meeting.
  6. Click Appointment to get back to the appointment screen.
  7. Click Send
  8. You will receive a confirmation acceptance from the Video Conference Resource and the room resource based on their availability.

Book using MS Outlook 2011:

  1. Under Calendar, Click File -> New -> Meeting
  2. Click icon for the address book (icon is to the far right of the TO field) to search for your Video Conference and room resources. 
  3. Search for the video conference room and click on the Required button.  Search for the individual participants an click on the Required button.  Search for the video conference resource and click on the Resource button.  Note: All video conference resources start with vc_ ... Close the contact search dialog box to return to your meeting request. 
  4. Click the Start and End Date and Time pulldown to select the meeting date and time. You can also click on Scheduling Assistant to view a availability of the room, resources and participants that you selected in steps 3 & 5. Select the appropriate date and times for your meeting.
  5. Click the Appointment tab to get back to the appointment screen.
  6. Click Send.
  7. You will receive a confirmation acceptance from the Video Conference Resource and the room resource based on their availability.

For additional information about Video Conferencing please visit go.pacific.edu/VC.




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