Calendar: Reserve Room for Meetings/Groups

The following instructions are for reserving a meeting room for a group meeting or event. Using the following instructions, invitations and changes/updates will be sent to all invitees. Instructions are provided for the Outlook client as Outlook is the officially supported Calendar/Email application for Dartmouth College. The following instructions may be applied to other calendar applications but results may vary.

Note: Certain rooms require a delegate to approve meeting/event requests. See Calendar: Reserve Delegated Room for a list of the rooms and instructions for requesting calendar approval.

  • While in the Calendar section of Outlook, check the calendar of the meeting room you wish to schedule to confirm there are no conflicts. If you do not have the room calendar added, follow the instructions here: Calendar: Adding Room Calendar. Select your personal calendar from the left hand column as this is where the invitation will come from
    mac_calendar_meeting_01and then click the Meeting button in the top menu
    mac_calendar_meeting_02
  • The Meeting Organizer window will pop up. The detail fields should be filled as follows:
    • From: Make sure your personal account is selected, if a meeting room is selected, select your personal account from the drop down menu
    • To: Enter the names of your meeting attendees
    • Subject: Subject/Name of your meeting
    • Location: Enter the name and room number you wish to reserve (it will then be added to the “To:” field as well)
    • Starts/Ends: Enter your meeting times (make sure there are no conflicts beforehand)
    • Message field: Any information you would like to add
      mac_calendar_meeting_04
  • If all of the information is entered correctly, press the Send button in the top menu. Your meeting invitations will be sent to all members. Confirm that your meeting was creating in the meeting rooms’ calendarmac_calendar_meeting_05
  • While in the Calendar section of Outlook, check the calendar of the meeting room you wish to schedule to confirm there are no conflicts. If you do not have the room calendar added, follow the instructions here: Calendar: Adding Room Calendar. Select your personal calendar from the left hand column as this is where the invitation will come from
    windows_calendar_meeting_01and then click New Meeting in the top menu
    windows_calendar_meeting_02Note: If you have multiple calendars displayed, you may have to choose New Meeting from the drop down menu
  • The Meeting window will pop up. The detail fields should be filled as follows:
    windows_calendar_meeting_04

    • To: Enter the names of your meeting attendees
    • Subject: Subject/Name of your meeting
    • Location:
      • Click the Rooms… button to the right of the Location field
      • When the Select Rooms: window pops up, begin typing the name of your building and meeting room number in the search bar at the top. The list below will begin to filter based on your input
      • Click on the room you wish to reserve to select/highlight the room and then click the Rooms -> button just below the list
      • Your room name will be added to the field to the right of the Rooms -> button. Click the OK button
        windows_calendar_meeting_03Note: Your room will now be added to the To: field
    • Starts/Ends: Enter your meeting times (make sure there are no conflicts beforehand)
    • Message field: Any information you would like to add
  • If all of the information is entered correctly, press the Send button. Your meeting invitations will be sent to all members. Confirm that your meeting was creating in the meeting rooms’ calendar
    windows_calendar_meeting_05