Microsoft Office Tutorials and References
In Depth Information
The Room Finder is open by default on the right side of each page of the meeting window.
This handy tool helps you to identify dates and times that work for the greatest number of
attendees, in addition to available locations. The monthly calendar at the top of the Room
Finder indicates the collective availability of the group on each day, as follows:
▪ Dates that occur in the past and nonworking days are unavailable (gray).
▪ Days when all attendees are available are Good (white).
▪ Days when most attendees are available are Fair (light blue).
▪ Days when most attendees are not available are Poor (medium blue).
TIP All the capabilities of the Room Finder are available for Exchange accounts, but
functionality is limited for other types of accounts. You can display or hide the Room Finder
pane by clicking the Room Finder button in the Options group on the Meeting tab.
Managed conference rooms that are available at the indicated meeting time are shown in
the center of the Room Finder. At the bottom of the Room Finder pane, the Suggested Times
list displays attendee availability for appointments of the length of time you have specified
for the meeting.
Selecting a date in the calendar displays the suggested meeting times for just that day.
(Scheduling suggestions are not provided for past or nonworking days.) Clicking a meeting
time in the Suggested Times list updates the calendar and the meeting request.
People you invite to meetings are referred to as attendees . By default, the attendance of
each attendee is indicated as Required. You can inform noncritical attendees of the meeting
by marking their attendance as Optional. You can invite entire groups of people by using
a contact group or distribution list. You can also invite managed resources, such as
conference rooms and audio/visual equipment, that have been set up by your organization’s
A meeting request should have at least one attendee other than you, and must have a
start time and an end time. It should also include a subject and a location, but Outlook will
send the meeting request without this information if you specifically allow it. The body of a
meeting request can include text and web links, and you can also attach files. This is a
convenient way to distribute meeting information to attendees ahead of time.
The secondary page of the meeting window is the Scheduling Assistant page, if your
email account is part of an Exchange Server network. Otherwise, the secondary page is
the Scheduling page, which doesn’t include the Room Finder feature.