The web office Calendar helps prevent you from double-booking meeting rooms. When you use the Calendar to schedule your meetings, you can check first to see if someone else is planning to use the room at this time. If there is a schedule conflict with the location you selected, you can easily check for a better time to hold your meeting.
You can view the entire schedule for a particular location to see when rooms are already reserved.
To see a location's Calendar, go to any Calendar view and select the location from the "View calendar for" drop-down list.
You can reserve a room for your meeting at the same time that you are scheduling the meeting on your Calendar. When adding the meeting to your Calendar, you see a Location drop-down list where you can choose which meeting room you would like to use.
It is recommended that you choose from the list of locations created by your administrator whenever possible. This lets others know you are planning to use this location at this time and minimizes the chance that others will book an appointment there at the same time.
Also, the locations in the list have useful information stored along with them, like addresses and directions that the members you invite can reference only when you choose it from the list.
If you do not see the location you need, ask your administrator to add it to the list or type a location in the Other text box.
There may be times when you want to schedule your meeting in more than one location. For example, if you are holding a conference call, several of your offices might be involved, and you would want to list all of these with the meeting.
To schedule more than one location for an event or meeting, go to the Participants tab when scheduling your meeting. All the locations appear at the bottom of the Participants and Locations drop-down list. Select your locations from this list.
When scheduling a meeting, you can verify when your location is available.
To check the availability of a location:
When scheduling your meeting, go to the Participants tab.
Choose a location from the Participants and Locations drop-down list.
Click the Check
availability checkbox at the upper-left to display when the room
is available.
The location appears at the bottom of the list and the busy times for
the location are shown in the grid to the right.
If there is a schedule conflict, choose a new time and the location availability is displayed automatically.
Administrators can customize the list of locations to reflect the rooms users schedule most often.
To learn more, see Customizing Calendar settings (administrators only).