The instructions provided below include information on scheduling a meeting by invitation to others, which could include a room or resource.

  • If you would like to have a room set up as an Exchange resource so that it can be scheduled into a meeting invitation, please submit a Help request.
  • If you would like information on scheduling just a room or resource through its shared calendar, please refer to the the Shared Calendar page.

    Outlook 2010 for Windows

    1. Open Outlook and switch to the Calendar.
      Calendar
    2. Click the New Meeting button that is located in the Home menu.
      Home
    3. Enter the Subject and Location for your meeting. To locate rooms available for reservation in Exchange, click on the Rooms button to the right of the Location field.
    4. In the To field, type the BU email addresses of the people you would like to invite to your meeting.
      To
    5. If you do not know the email address of an invitee, or would like to reserve a meeting room that is not set as a location, click on the To… button to open the Address Book. When searching for resources (e.g., meeting rooms, conference phones, etc.) and individuals using the Address Book, select Required, Optional, or Resource for each invitee — you may change these settings later using the Scheduling Assistant. Click OK when you have found all of the contacts you need.
      outlook-windows4
    6. Choose the time and date by changing Start time and End time.
    7. Enter the message you would like to be included in your invitation.
    8. Switch to the Scheduling Assistant tab to verify that all of your attendees and resources are available for the time you chose.
      Scheduling Assistant
      If not, you may change the time by clicking and dragging the meeting time. You can also add, remove, or modify attendees and resources using the Scheduling Assistant.
    9. When your meeting options are set, click Send.

    Outlook 2007 for Windows

    1. Open Outlook and switch to the Calendar.
    2. From File -> New, select Meeting Request.
    3. In the To field, type the BU email addresses of the people you would like to invite to your meeting.
    4. If you do not know the email address of an invitee, or would like to reserve a meeting room, click on the To… button to open the Address Book. When searching for resources (e.g., meeting rooms, conference phones, etc.) and individuals using the Address Book, select Required, Optional, or Resource for each invitee — you may change these settings later using the Scheduling Assistant. Click OK when you have found all of the contacts you need.
    5. Enter the Subject and Location for your meeting.
    6. Choose the time and date by changing Start time and End time.
    7. Enter the message you would like to be included in your invitation.
    8. Switch to the Scheduling tab to verify that all of your attendees and resources are available for the time you chose. If not, you may change the time by clicking and dragging the meeting time. You can also add, remove, or modify attendees and resources using the Scheduling Assistant.
    9. When your meeting options are set, click Send.

    Outlook 2011 for Mac

      1. Open Outlook and switch to the Calendar.

    Calendar

      1. Click the Meeting button that is located in the Home menu.
        Home
      2. In the To field, type the BU email addresses of the people you would like to invite to your meeting.
        To
    1. If you do not know the email address of an invitee, or would like to reserve a meeting room, click on the Address Book button to the right of the To field. When searching for resources (e.g., meeting rooms, conference phones, etc.) and individuals using the Address Book, select Required, Optional, or Resource for each invitee — you may change these settings later using the Scheduling Assistant.
      Search
    2. Enter the Subject and Location for your meeting.
    3. Choose the time and date by changing Starts and Ends.
    4. Enter the Message you would like to be included in your invitation.
    5. Switch to the Scheduling Assistant tab to verify that all of your attendees and resources are available for the time you chose. If not, you may change the time by clicking and dragging the meeting time. You can also add, remove, or modify attendees and resources using the Scheduling Assistant.
    6. When your meeting options are set, click Send.

    Entourage 2004/2008

    1. Open Entourage and select Calendar from the upper-left corner of the window.
    2. Click the New button or, from File -> New, select Calendar Event.
    3. Enter the Subject and Location.
    4. Set the Start time and End time for your meeting.
    5. In the To field, type the BU email addresses of the people you would like to invite to your meeting
    6. If you would like to schedule a room, enter its BU email address as you did with the attendees. If you do not know the address associated with a room, check with that room’s administrator.
    7. Click Scheduling to verify that all of your attendees and resources are available for the time you chose.
    8. When your meeting options are set, click Send Now.

    iCal

    1. Open iCal.
    2. Place your mouse where on the calendar you would like to schedule your meeting and double-click or choose File -> New Event.
    3. Double-click the new event to open the Edit box.
    4. Name your new event, enter a location name, and choose the date and time using the from and to lines.
    5. Click Add Invitees and type the BU email addresses of the people you would like to invite to your meeting.
    6. If you would like to schedule a room, enter its BU email address as you did with the attendees. If you do not know the address associated with a room, check with that room’s administrator.
    7. Check Available Meeting Times to verify that all of your attendees and resources are available for the time you chose. If there is a conflict, you can slide the darker colored box to a new time to change it — the from and to lines should reflect the new selection.
    8. If you would like, add a note to be included with your invitation.
    9. When your meeting options are set, click Send.

    Outlook Web Access

    The most features are available when using Outlook Web Access with Microsoft Internet Explorer 7 or higher. Other browsers offer similar, but limited, performance.

    1. Visit xmail.bu.edu and log in.
    2. Switch to the Calendar.
      Calendar
    3. Select Meeting Request from the New drop-down menu (Internet Explorer 7+) or click New Meeting Request (all other browsers).
    4. In the Required or Optional fields, type the BU email addresses of the people you would like to invite to your meeting.
    5. If you do not know the email address of an invitee, or would like to reserve a meeting room, click on the any of the field labels to open the Address Book. When searching for resources (e.g., meeting rooms, conference phones, etc.) and individuals using the Address Book, select Required, Optional, or Resource for each invitee — you may change these settings later using the Scheduling Assistant. Click OK (Internet Explorer 7+) or Done (all other browsers) when you have found all of the contacts you need.
    6. Enter the Subject and Location for your meeting.
    7. Choose the time and date by changing Start time and End time.
    8. Enter the Message you would like to be included in your invitation.
    9. Switch to the Scheduling Assistant tab to verify that all of your attendees and resources are available for the time you chose.
      Scheduling Assistant
      If not, you may change the time by clicking and dragging the meeting time (Internet Explorer 7+) or selecting the new time (all other browsers). You can also add, remove, or modify attendees and resources using the Scheduling Assistant in Internet Explorer 7.
    10. When your meeting options are set, click Send.