4. Resource booking using Outlook 2011 client

The following information will lead you through the process of booking a room in Nexus using Microsoft Outlook 2011.

After logging into Nexus with Outlook 2011, click on the [New] tab and select [Meeting]

A drop down menu that appears when the New button is clicked, with the Meeting option selected
Figure 1. Menu showing Meeting option highlighted

You will now see the following page.

A blank meeting invitation where all the fields need to be completed
Figure 2. The page that opens when the Meeting option is selected

Click on the Address Book button next to To field to search for contacts. Select [Default Global Address list (LDAP)] from the second drop down menu.

A drop down menu that appears when you click on the Address Book option, which displays all the different lists available
Figure 3. A drop down menu displaying the different contact list options

Type in the name of the user you want to invite to the meeting as shown below. When the contact details appear, click on Required / Optional as required.

How results from typing a name into a contact search appear, with "Required", "Optional" and "Resource" options
Figure 4. The result of typing a name into the contact search

Next select the room. Change the [Default Global Address List (LDAP)] from the second drop down menu to [All Rooms (LDAP)]. Type the name of the room in the search area. When the room is displayed, click on the Resource button.

How results from typing a name into a room search appear, with "Required", "Optional" and "Resource" options
Figure 5. The result after searching for a room in the All Rooms (LDAP) list

Close Contact Search window.

Note: The room details appear in To and Location fields.

How the meeting invitation should appear after the previous steps have been correctly completed
Figure 6. How the meeting invitation should look so far

Fill the Subject field and set the Date and the Time of the meeting. Next click Scheduling button to check the availability of the attendees and the room.

How the meeting invitation should appear once it has been filled out completely
Figure 7. What a completed meeting invitation should look like

If you are happy with the meeting invitation, click Send to submit.

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