Room Scheduling Office 2016 For Mac

This feature is only available in Outlook 2016 for Mac 15.36.1 (170721) and later with an Microsoft 365 subscription and Outlook 2019 for Mac (select Outlook About Outlook to check your version). An Exchange account such as Outlook.com hosted on Microsoft 365 or on Exchange 2016. Scheduling a Meeting. In Outlook 2016, a meeting is an appointment that includes other people. It can also include resources, such as meeting rooms. When an invited attendee to your meeting responds to your invitation, you'll get a message in your inbox. To schedule a meeting, click the Home tab in the ribbon. This feature is only available in Outlook 2016 for Mac 15.36.1 (170721) and later with an Microsoft 365 subscription and Outlook 2019 for Mac (select Outlook About Outlook to check your version). An Exchange account such as Outlook.com hosted on Microsoft 365 or on Exchange 2016 CU5 and later. If necessary, scroll to the bottom of the Room Finder to display the Suggested times list. The times shown are based on your schedule and the schedule information that is available for the attendees. To add attendees, enter their email addresses in the All Attendees list, and then press Tab to update the Suggested Times list in the Room Finder. The room booking is then synched back to Condeco using the Condeco Sync Exchange integration. The add-in is available through MS App Source, and can be downloaded and activated in seconds. Available for Outlook Windows and Mac, and Outlook Web Access. Use of Condeco Sync is required.

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By Joan Lambert
2/3/2016

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Schedule appointments and events

This chapter from Microsoft Outlook 2016 Step by Step guides you through procedures related to scheduling and changing appointments, events, and meetings; responding to meeting requests; and displaying different views of a calendar.

You can use the Outlook 2016 calendar to organize your daily activities and to remind you of important tasks and events. If you’re a busy person and use the Outlook calendar to its fullest potential, it might at times seem as though the calendar runs your life—but that isn’t necessarily a bad thing! Using the calendar effectively can help you stay organized, on time, and on task. You can schedule and track appointments, meetings, and events, and block time as a reminder to yourself to take care of tasks. And because you can also set up Outlook on your mobile device, you can be assured of having up-to-date schedule information available wherever and whenever you need it.

If you have a Microsoft Exchange Server account, a calendar is part of that account. Some Internet email accounts also have associated calendars. When you configure Outlook to connect to a different type of account, Outlook also connects to the associated calendar. If you don’t have a calendar as part of your account, Outlook creates a blank calendar for you. You can easily schedule appointments, events, and meetings on any Outlook calendar.

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This chapter guides you through procedures related to scheduling and changing appointments, events, and meetings; responding to meeting requests; and displaying different views of a calendar.

Schedule appointments and events

Appointments are blocks of time you schedule for only yourself (as opposed to meetings, to which you invite other Outlook users). An appointment has a specific start time and end time (as opposed to an event, which occurs for one or more full 24-hour periods).

Events are day-long blocks of time that you schedule on your Outlook calendar, such as birthdays, payroll days, or anything else occurring on a specific day but not at a specific time. In all other respects, creating an event is identical to creating an appointment, in that you can specify a location, indicate recurrence, indicate your availability, and attach additional information to the event item.

You can schedule an appointment by entering, at minimum, a subject and time in an appointment window or directly on the calendar. The basic appointment window also includes a field for the appointment location and a notes area in which you can store general information, including formatted text, website links, and even file attachments so that they are readily available to you at the time of the appointment.

If your organization has Skype For Business, Skype meeting options appear on the Appointment tab

If you create an appointment that immediately follows or precedes another, the InfoBar at the top of the window indicates that the appointment is adjacent to another on your calendar. If you create an appointment that has a time overlap with an existing appointment, the InfoBar indicates that the appointment conflicts with another.

To schedule an event, you need to provide only the date. You can schedule an event in an appointment window, or directly on the calendar.

When the Calendar view is displayed, events are shown on the calendar in the date area; appointments are displayed in the time slots.

You can display basic details in a ScreenTip by pointing to the appointment or event

To open a new appointment window

In the Calendar module, do either of the following:
- On the Home tab, in the New group, click New Appointment.
- Press Ctrl+N.

In any module, do either of the following:
- On the Home tab, in the New group, click New Items, and then click Appointment.
- Press Ctrl+Shift+A.

To schedule an appointment

Open a new appointment window.
In the Subject box, enter an identifying name for the appointment.
In the Location box, enter the appointment location, if it’s pertinent, or any other information that you want to have available in the appointment header.
In the Start time row, enter or select a date and time. Outlook automatically sets the End Time to a half hour after the start time.
In the End time row, enter or select a date and time. An appointment can span overnight or across multiple days.
On the Appointment tab, in the Actions group, click the Save & Close button.

Display the calendar in the Day, Work Week, or Week arrangement of the Calendar view.
Do either of the following in the calendar pane:
- In the calendar, click the time slot at the appointment start time on the day of the appointment.
- Drag from the appointment start time through to the appointment end time.
Schedule simple appointments directly on the calendar
When you release the mouse button, Outlook displays an editable bar that spans the selected time (or one time slot, as specified by the time scale of the calendar).
In the editable bar, enter an identifying name for the appointment. When you begin typing, Outlook creates an appointment with the default availability and reminder time.
When an appointment is being edited on the calendar, it has sizing handles on the top and bottom
If you want to change the appointment time span, drag the top or bottom sizing handle.
Press Enter or click away from the bar to create the appointment.

To schedule an event

Open a new appointment window.
In the Subject box, enter an identifying name for the event.
In the Location box, enter the event location, if it’s pertinent, or any other information that you want to have available in the event header.
In the Start time row, enter or select the event date. Then at the right end of the row, select the All day event check box.
Enter any additional information as you would for an appointment. Then save and close the event.

Display the Calendar view of the calendar.
Do either of the following:
- In the Day, Work Week, or Week arrangement of the calendar, on the day that you want to create the event, click the space below the day and date, and above the time slots. This is the event slot.
- In the Month arrangement of the calendar, click the day that you want to create the event.
Enter a title for the event, and then press Enter.

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Summary

By default, when you open a new meeting form in Microsoft Outlook 2016, Microsoft Outlook 2013, or Microsoft Outlook 2010, the Room Finder panel is displayed on the right side of the Appointment screen and the Scheduling Assistant screen, as shown in the following screenshots.

In Outlook for Office 365, the Room Finder control button can be found next to the Location field on the Meeting tab, or on the ribbon when you view the Scheduling Assistant screen.

You can hide the Room Finder by selecting the Room Finder control in the Options group of the ribbon. However, the Room Finder remains hidden only if you hide it on the Appointment screen. If you hide it on the Scheduling Assistant screen, switch to the Appointment screen and then back to the Scheduling Assistant screen, the Room Finder is visible again.

Note

There is a known issue in which no available rooms are displayed in the Room Finder pane when you start a meeting outside your working hours.

For more information, see No available rooms for a meeting outside working hours.

Manually controlling the Room Finder

When you hide the Room Finder on the Appointment tab of a meeting form, the following data is written into the Windows registry.

Note

In this subkey path, the x.0 placeholder represents your version of Office (16.0 = Office 2016, 15.0 = Office 2013, 14.0 = Office 2010).

If you hide the Room Finder on the Scheduling Assistant screen of a meeting form, this registry data is never used.

Administering the Room Finder through Group Policy

Important

Follow the steps in this section carefully. Serious problems might occur if you modify the registry incorrectly. Before you modify it, back up the registry for restoration in case problems occur.

There are two different policy values that affect the Room Finder. Which one you use depends on the level of control that you want to have over the Room Finder and the version of 'Microsoft Exchange Add-In' that you have installed.

RoomFinderShow
The RoomFinderShow policy value is a DWORD value under the following registry paths (by Outlook version):
HKEY_CURRENT_USERSoftwarePoliciesMicrosoftOfficex.0OutlookPreferences
The x.0 placeholder represents your version of Office (16.0 = Office 2016, 15.0 = Office 2013, 14.0 = Office 2010).
If RoomFinderShow = 0 in these registry paths, the Room Finder behaves in the following manner when you start Outlook:
- By default, the Room Finder is not shown on the Appointment screen.
- You can manually enable the Room Finder on the Appointment screen.
- By default, If you open a new meeting form after you enable the Room Finder in another meeting form, the Room Finder is not shown on the Appointment screen of the new meeting form.
- If you manually enable and then disable the Room Finder on the Appointment screen, nothing is written to the registry.
RoomFinderForceDisabled
The RoomFinderForceDisabled policy value was introduced in an update to the 'Microsoft Exchange Add-in'. It is used by Outlook only after you install the update for your version of Outlook.
After the update is installed, use the following registry data to completely disable the Room Finder. This gives you even greater control over the Room Finder than the RoomFinderShow policy.
After the required update is installed, and you set RoomFinderForceDisabled=1, Outlook does not display the Room Finder pane on either the Scheduling Assistant or Appointment screens in a meeting form.

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Another way to completely disable (hide) the Room Finder on the Scheduling Assistant and Appointment screens is to disable the 'Microsoft Exchange Add-in' add-in. To do this, follow these steps.