UCL INFORMATION SERVICES DIVISION
IT for SLMS
IT for SLMS: Live@UCL – Outlook 2007
– Using the Scheduling Assistant
1. Document Information
Document Name
Outlook2007-scheduling-assistant.docx
Service
live@UCL (calendar)
Author
Kristina Drew
Contributors
Issue Date
01/08/2013
2. Document History
Version
Date
Summary of change
1.0
01/08/2013 Republished with ‘IT for SLMS’ branding
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Contents
1. Document Information ......................................................................................... 1
2. Document History ................................................................................................ 1
3
Introduction .......................................................................................................... 2
4
Using the Scheduling Assistance to arrange a meeting....................................... 2
3 Introduction
If you need to check the availability of those you are inviting to a meeting you are
advised to use the Scheduling Assistant. This document covers the use of the
Scheduling Assistant
4 Using the Scheduling Assistance to arrange a meeting
1. To view the Scheduling Assistant, in an Appointment window, on the Meeting
tab, in the Show group, click on the Scheduling Assistant button
2. In the All Attendees column, you can type the name of each person you would
like to invite to the meeting. In the All Attendees column you can only type in any
resources (e.g. room, equipment) required for your meeting. Such resources are
required to have an entry in live@UCL’s Global Address List (GAL)
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Tip! Use the Check Names button (in the Attendees group) to check that you have
correctly types the name of each attendee. If Outlook can find a match in the Global
Address List, the name in the All Attendees column will be underlined indicating that
it is correct.
If an attendee entry is incorrect you will receive the following error message:
Click on the Show More Names... button and check the Global Address List for the
correct information.
3. As you type in each name you will notice that an icon appears on the left hand
side of the name. The following table explains what each icon represents:
Symbol
Meaning
Details
Organiser
Creator of the meeting and regarded as a required
attendee. You cannot remove an Organiser from a
meeting.
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Optional attendee Invitees for whom attendance is optional
Required
attendee
Invitees for whom attendance is regarded as
necessary
Resource
Marks room or equipment added to the Meeting;
regarded as necessary
You can change the status of an attendee from e.g. from ’required’ to ‘optional’.
To do this, click on the icon next to the name and choose from the list that appears.
Please note: you cannot change the icon next to the Organiser
4. As you select each name their schedule will automatically appear on the right
hand side of the window in the availability chart
Colour coding in
availability chart
Meaning
Solid blue block
Invitee is busy during highlighted period
Blue diagonal stripes
Invitee is tentatively busy during highlighted period
Solid purple (magenta)
block
Invitee is out of the office during the highlighted period
Light grey block
Highlighted period is out of office hours for that invitee
5. The vertical lines show the start time (green line) and end time (red line) of your
proposed meeting request. You can move these lines backwards and forwards to
propose a different time.
6. To add a resource (e.g. a room or equipment) to your meeting, click on the Add
Rooms... button
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The Select Room: Global Address List window open. Please note that all
resources (rooms and equipment) are prefixed with a ~ (tilde) in the Global
Address List. To locate resources in the Global Address List type a ~ in the
Search: box. A list of resources will be displayed.
7. Select the resource you require for your meeting, click on the Rooms-> button
and then click on OK
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Below is an example of meeting set up with the Scheduling Assistant:
8. You can refresh the Scheduling Assistant to make sure that you have the most
up-to-date details for each invitee.
Click on the Options button in the bottom left hand corner of the Scheduling
Assistant
From the list that appears, click on the Refresh Free/Busy option
9. When you are satisfied that all the details for the meeting are correct, click on the
Send button (located above the All Attendees columns).
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Alternatively, if you wish to add additional information about the meeting request,
click back on the Appointment button on the Meeting tab and amend as
required.
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