How to Schedule Meetings with Scheduling Assistant

Topic

Schedule meetings with scheduling assistant 

Environment (Products involved such as e.g. hardware, software, network)

Meetings, schedules 

Resolution or Steps

  • Click on Calendar icon, bottom left corner. 

     

“Toolbar showing four icons from left to right: a blue envelope icon, a gray calendar icon, a gray people icon, and a gray three‑dots ‘More options’ icon.”

  • Right click on Shared Calendar → Add Calendar → Open Shared Calendar 

     

“Context menu in a calendar application showing options including ‘Rename Group,’ ‘Delete Group,’ ‘Remove All Calendars,’ ‘New Calendar Group,’ and ‘Add Calendar.’ The ‘Add Calendar’ option is expanded to a submenu with choices: ‘From Address Book,’ ‘From Room List,’ ‘From Internet,’ and ‘Open Shared Calendar…’ The pointer highlights ‘Open Shared Calendar…’.”

 

  • Select Name 

       

“Dialog box titled ‘Open a Shared Calendar’ with a text field labeled ‘Name…’ and two buttons below: ‘OK’ and ‘Cancel.’”

  • Select the conference/lab room from the list 

       

“List of calendar names displayed in a selection window. Visible entries include: ‘!Board Room,’ ‘!Conference Room 2112,’ ‘!Conference Room 2181,’ ‘Financial Aid Conference Room,’ ‘!Lab 3250’ highlighted, ‘Master Calendar,’ ‘#Adjunct,’ and ‘#Administrative.’”

 

  • Select Ok twice and you will see the conference/lab room calendar in your calendar view 

       

“Calendar grid showing the 8 a.m. time slot on the left. A highlighted cell to the right contains the text ‘Click to schedule.’”

  • Right click & select New Meeting Request 

      

“Calendar context menu showing three options: ‘New Appointment,’ ‘New All Day Event,’ and ‘New Meeting Request,’ with ‘New Meeting Request’ highlighted.”

  • The appointment window will open, giving you the option to add participants and adjust start/end times.  
  • Optional: Select To when adding participants to the meeting request. 

       

“Meeting window showing the message ‘Invitations have not been sent for this meeting.’ The ‘To’ field contains ‘Lab 3250,’ and the ‘Subject’ field is blank.”

 

  • Search for your contact in the address list, select Required/Optional to add them to the list and click Ok “Meeting scheduling window showing three fields: ‘Required’ filled with ‘Jack Mather,’ ‘Optional’ empty, and ‘Resources’ empty. Below the fields are two buttons labeled ‘OK’ and ‘Cancel.’”
     

  • Enter a Subject and additional notes in the message box 

“Meeting window showing the message ‘Invitations have not been sent for this meeting.’ The ‘To’ field contains ‘Lab 3250.’ The ‘Subject’ field is blank. The ‘Location’ field shows ‘Lab 3250.’ The Start time fields display ‘Tue 7/24/2012’ and ‘8:30 AM.’ The End time fields display ‘Tue 7/24/2012’ and ‘9:00 AM.’ A Send button appears on the left.”

 

  • Click on Scheduling Assistant 

“Toolbar showing actions and meeting options. From left to right: ‘Save & Close,’ ‘Delete,’ ‘Calendar,’ and ‘Forward.’ Next section shows ‘Appointment’ highlighted and ‘Scheduling Assistant.’ The right side includes ‘Lync Meeting’ and ‘Meeting Notes.’”

 

  • The names appear in the attendees list and you will see the blocked hours for each person & conference/lab room 
    • Note: Viewing another person’s blocked hours will only work if the person inputs all appointments into their calendar 

“Scheduling Assistant view showing a meeting grid for Monday, June 04, 2012. On the left, attendees listed with availability indicators: Reene Ratcliff (checkmark), Jack Mather (red circle), and Lab 3250 (green circle). A blue meeting block labeled ‘New Time’ appears on the timeline. A ‘Send’ button is at the top left.”

 

  • Adjust the Start time & End time 

 

“Meeting options section showing start and end times. Start time fields display ‘Mon 6/4/2012’ and ‘1:00 PM.’ End time fields display ‘Mon 6/4/2012’ and ‘2:00 PM.’ Below the fields are legend labels with colored indicators: ‘Free,’ ‘Out of Office,’ ‘No Information,’ and ‘Outside of working hours.’ An ‘Options’ button appears on the left.”

 

  • Click Send 

 

“Top left of the Scheduling Assistant window showing a ‘Send’ button. Below it, an attendee list with ‘All Attendees’ highlighted and ‘Bonnie Rachel’ listed underneath with a checkmark.”

 

  • The meeting will appear on your calendar and show as tentative on the room/conference calendar 

 

CopilotHere is concise, WCAG‑appropriate alt text for the image, including all visible words and context: Alt text: “Calendar view showing an event labeled ‘Test – Bonnie Raj’ scheduled on Tuesday the 24th.”

 

  • You will receive a confirmation email once your meeting request has been approved. 

 

“Message titled ‘Accepted: FW: Test – Bonnie Rajchel.’ Below it reads: ‘Peggy Jones on behalf of Lab 3250.’ A note says the meeting is not on the calendar and may have been moved or deleted, and that Peggy Jones accepted the meeting on behalf of Lab 3250. The details section shows: When—Tuesday, July 24, 2012, from 8:30 AM to 9:00 AM Central Time; Location—Lab 3250.”

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