Process for Using Scheduling Assistant

Use this to check to see if a conference room is free for scheduling a meeting.  You can also view other attendee’s calendars or even equipment to be checked out.

Open Outlook

Go to Calendar and select New Meeting (Top Left)


In the new window that opens choose Scheduling Assistant Option from the top.


Under “Add Rooms” (Bottom Left) type in the piece of Equipment(s) to be checked out (Ex: Laptop1, Laptop2, Projector1, wifi2, etc) in the “Add Name” field.  Also, add the name of the user renting the equipment.  Attendees can also be invited by clicking “Add Attendees”.

Once you add a piece of equipment or a user you can view whether they are free during the time you are proposing. 

Select your date and time from the calendar on the right.  (if laptop1 is unavailable at that time move on to laptop2, if it’s not free move on to laptop 3, etc.  Same for other devices)

Scheduling assistant will tell you if the device is free during those times.  If no required device is available, you may need to find an alternate time for the meeting.

If the requested devices are free and available, you can send the request.  Users will receive confirmation on their calendar.  Follow-up with an email to the user to make sure they received it.

Here are the items that can be checked out:

Infocus 1 Projector = Projector1
Infocus 2  Projector = Projector2
BenQ Mobile  Projector =BenQProjector
Canon Mobile  Projector = CanonProjector
Laptop 1 = Laptop1
Laptop 2 = Laptop2
Laptop 3 = Laptop3
Laptop 4 = Laptop4
Portable Wifi 1 = Wifi1
Portable Wifi 2 = Wifi2
Portable Wifi 3 = Wifi3
Powerpoint remote 1 = Powerpoint1
Powerpoint remote 2 = Powerpoint2
Laptop DVD drive = DVDDrive

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