room reservation request button- sends admin the meeting info in standardized format so Improve meeting room finder when creating a meeting
Finding the building within "Show a room list:" to choose an available room when creating meeting requests is very unpleasant. While it defaults to my last picked room list (Bldg 31), if I want to switch to Bldg 32 I have to scan through dozens of items before stumbling upon the entry I'm looking for.
If we're not redesigning this area to be smarter (OfficeNow had a great create meeting workflow), a good improvement will be to make the "Show a room list" searchable (or enable autocomplete).
Or there should be an room reservation request button- sends admin the meeting info in standardized format so they can find/reserve a room
Allow for room availability to be dependent on other rooms. I.e. if "Floor 3" is reserved, "Floor 3 Meeting Space 1" would not be available if it was dependent on Floor 3. Open space office concepts have made this a much greater need.
Maria Kestner-Lee commented
attendees and their calendar delegates (assistants) should be able to add a room to the invite, even if they are not the invite owner. Some rooms are restricted and not bookable by the public and sometimes rooms in other locations are not booked by organizer for a variety of reasons. Allowing attendees and their delegates to add rooms into an invite is a very useful function and eliminates unnecessary emails to the invite organizer to "manually" add room notes and also reduces confusion with what rooms are joined to the meeting. Of course you should only be able to add a room that is available. and if there is a decline for the room booking, THAT decline notice should route back to the person that tried to add it so that they know the room was not accepted. and the room should NOT be added to the invite, in that case....
Harsh Nagpal commented
Search feature for buildings
Denise Minacapelli commented
If a meeting room is booked and becomes free, allow a notice to be sent to Organizer if that room becomes free
I know that we can export a calendar to excel but I can't find a way to export "Rooms" to an Excel file. I work in a company where there are about 15 different rooms we reserve, and I work at the front desk and need to know times, places, and people for each room to streamline the welcoming process. It would be awesome to have way to print a sheet each day that shows which rooms will be used, by whom, and at what time. Thanks
When sending recurring invites that exceed the allowed advance booking of rooms have them accept the invite until the latest date in advance.
Send a response to organiser that invite was accepted until the specific date and put a reminder in calendar to extend room booking.
This would mean less duplicate invites sent to participants and easier booking maintenance for organiser.
When booking a room for a meeting it would be great if you could view the contents of the room. For example how many chairs are in the room, if it has a surface hub or projector or such device.
Thought I'd try Find a Room. It's executed so poorly it's useless. Starts out with a list of every possible Microsoft location: why doesn't it start with my building? Then, finding the building is hard: the order is pretty whack, and the list is, again, way way too long. When I finally find my building, it adds every room, one by one, even if the rooms are busy. It's so bad, we should remove the button. Then, we should do the feature right: it should populate possible rooms on the right, in my building, suitable for the number of people I've invited.
When an organizer of a meeting sends out a meeting request, the attendees can only see the other attendees in the Scheduling Assistant but they can't see the meeting room in the Scheduling Assistant although the meeting room has been invited as well and the meeting room has accepted the meeting. We need the ability to see the scheduled room in the scheduling assistant. This will allow us to see the room's schedule and will let us know if a meeting can be extended without us having to go through the exercise of creating a dummy meeting just to see the room's schedule.
When the desired room for a certain meeting is booked, it would help if there is an option to send a note to the meeting organizer who is currently booking the room to request the room or recommend a swap, while being able to describe the need for that room in specific
In our organization, only admins have access to reserve conference rooms. For those of us that schedule lots of meetings, we then have to either copy the admin on each request and hope they realize a room is needed, or actually send a separate email with the date, time, # of people, etc. I wrote the code below and added it to my toolbar, but this would be even better if built into Outlook (and improved to deal with recurring meetings, etc.)
Dim myText As String
mySubject = "Room reservation request"
MyContent = "Terrence, can you please check to see if there is a room available for the following?" & vbCrLf & vbCrLf
MyAdmin1 = "Terrence.Porter@Mycompany.com"
Dim oInspector As Inspector
Set oInspector = Application.ActiveInspector
If Not (oInspector Is Nothing) Then
If Hour(oInspector.CurrentItem.Start) > 12 Then MyStartTime = Hour(oInspector.CurrentItem.Start) Mod 12 Else MyStartTime = Hour(oInspector.CurrentItem.Start)
If Hour(oInspector.CurrentItem.End) > 12 Then MyEndTime = Hour(oInspector.CurrentItem.End) Mod 12 Else MyEndTime = Hour(oInspector.CurrentItem.End)
C2 = WeekdayName(Weekday(oInspector.CurrentItem.Start), False, 0) & _
", " & MonthName(Month(oInspector.CurrentItem.Start), True) & " " & _
Day(oInspector.CurrentItem.Start) & " from " & _
MyStartTime & ":" & Format(Minute(oInspector.CurrentItem.Start), "00") & "-" & _
MyEndTime & ":" & Format(Minute(oInspector.CurrentItem.End), "00") & _
vbCrLf & vbCrLf & _
"with room for " & oInspector.CurrentItem.Recipients.Count & " attendees?" & _
vbCrLf & vbCrLf & _
"Topic: " & oInspector.CurrentItem.Subject & _
vbCrLf & vbCrLf & _
Set OutMail = Outlook.CreateItem(0)
.Subject = mySubject
.Body = MyContent & C2
.To = MyAdmin1
'OutMail.Send 'Or use Display
OutMail.Display 'display allows you to view, or save email as draft
Set OutMail = Nothing
It would be very useful if Outlook could finns possible freed spaces for a meeting when trying to book a meeting.
Ale Mena commented
being able to book conference rooms on recurring meetings. if there is a conflict, pop up the conflict and allow to move meeting in conflict
For recurring meetings, if the room is not available on one occasion it does not make ANY bookings which seems a little illogical. I would like to see the option to book all available slots and tell the organiser those that were missed?
I often need to set up meetings in multiple office locations (e.g. in U.S. and U.K.). I can manually enter the conference rooms but they are cleared whenever I do anything with the room lists. It would be more convenient if I could select the conference rooms and each one selected would appear in the location bar. It would also be great if that stayed in sync if I need to change one rather than clearing out the location on me every time.
When booking a meeting room, a calendar should appear so that you are able to select a meeting room, based on its availability.
Jonathan Eisler commented
Here's my current experience. Create a new Meeting Request, switch to the Scheduling Assistant and show a room list for a building with many rooms. Scan the availability grid to identify an available room. Depending on monitor settings, carefully check the available room's corresponding check box. Occasionally check the wrong room.
If there were some current room row highlighting, or you could check the room from the grid, that would really improve this experience.
Aaron Kuehner commented
It is cumbersome to have to go through the Scheduling Assistant interface in order to find any rooms to begin with, yet after doing so, there are several buttons available on the Appointment interface that make room listings readily available. Can the Appointment interface not simply have the "Rooms" button instantly available next to "Location", without needing to go through the Scheduling Assistant first? We have need to make appointments that include a room, but no one else, so the Scheduling Assistant is not really handy in this case beyond just picking out a room. This particular room allows schedule conflicts, so seeing the room's free/busy status is moot. Nobody thinks of clicking "Invite Attendees" to make the "Rooms" button appear. FYI: We are using this room as a method for handling vacation schedules, since using a public folder requires extra overhead, and sharing/viewing everyone's calendars just gets messy.
Zane S commented
Room Finder in 64 bit version of Outlook does not show up when creating a meeting. You can still invite a Conf room by looking through the GAL but that's practically infeasible.
Mats Eriksson commented
I agree with Janice Gatchell. We have huge problems with the Room Lists. Microsoft takes for granted that you only book rooms at your geographical locations. Assistants and secretaries needs to book rooms at the same time on different cities/officies and can't pick anyone from the room list. If first "ticked" for one location, it disappears as fast as you choose on from another Room List displaying free rooms/resources from another city. Bad conduct.
I thought that it had to do with the AutoPick options in the Scheduling Assistant view (down below). There's two choices for AutoPick: All People and One Resource, and All People and Resources. I first thought that "aha, let's change from one resource then" but alas it didn't help.
If this BUG isn't a bug, but a feature design it means that there's absolutely no use for Room Finder/Room Lists at all. The reason for that one was to build up different room lists for different cities, locations in the first place, and yet you can still just pick and choose from one of them. I haven't found out any scenario where this might be useful. It's only useful if you can pick several resources too, AND MAKE THEM STICK on the scheduling assistant, and then choose another invite as a free resource from another city. Otherwise you can just as well bring up the All Room List where you have to pick and guess, pick and guess, which one of them has the free time as all the rest of your resources and attendees. Mind you, I say if this isn't a bug, and they choose this as a feature design, I don't know why the AutoPick choices should be there at all, All People and ONE resource, and All People and Resources (plural). I see no diff between them at all.