To utilize OUTLOOK to reserve a room, please open your OUTLOOK personal calendar.  Follow the instructions below and you’ll find that making a room reservation is similar to inviting the room to the meeting.

• Select the NEW icon at the top left of screen.
• Type in the SUBJECT, which is the purpose of the reservation, listing meeting name, person reserving room and phone number. 
  EX: Integrated Marketing-C Ramsey-18205.  This allows individuals viewing the rooms on the calendar to know what is taking place in each room.
• Select the INVITE ATTENDEES icon at the top middle of the screen.
• Select the TO… drop down box and type in “chs.”.  This will display the room numbers.  Scroll down the list and select the room you want to reserve.  Press the RESOURCES button, which lists the room as a resource.  Press OK.
• Next, make sure the start date/time and the end date/time are correct. 
  (NOTE: If the event requires a room to be reserved for a whole day, it is better to put beginning time and ending time.  If the small box next to date/time (All Day Event) is selected, the reservation will only show the event in one line across the top of the date on the calendar).
• If the reservation looks correct, press the SEND icon.  A message detailing your request will be sent to Cathy Ramsey to either accept or decline the request.  If there is a conflict with the room you’ve selected, a message will come back to you to reserve a different room, or instructions on who to notify to exchange rooms, etc.  After a reservation has been sent, the meeting will appear on your calendar.  After your reservation has been accepted, the meeting will be on the room you reserved.
• To view the reservation you’ve made, select OPEN A SHARED CALENDAR.  Type in “chs.”, then select the room you reserved.  The room number should be found under OTHER CALENDARS under the section MY CALENDARS on your personal calendar page.
• The OUTLOOK system will allow reservations to be changed online so the request doesn’t have to be deleted then re-entered.

Please contact Cathy Ramsey, 918-561-8205 or cathy.ramsey@okstate.edu, with any questions.