To book a meeting in Outlook:
1. Click on New Items > Meeting
2. Outlook may automatically generate a Teams meeting; if you do not require the meeting to be online (which may be the case if you are having an in-person meeting in a room) click Don't Host Online:
Note: If you are organising a hybrid meeting (with some people attending in person and others remotely) you can still create a Teams meeting and book a physical room at the same time.
3. Enter a title for the meeting
4. Select the Required and Optional attendees
5. Enter a Start and End time for the meeting
6. Set a Reminder and Recurrence for the meeting (if required)
7. Click on Room Finder
8. Under Building, type in the name of your care home or office.
Note: If your building or room does not appear, please email support@ertosunhouse.com to have it added.
9. You can filter the list of available rooms by entering the number of attendees in the Capacity field and what Floor the room is on, and what Features it has (for example, A/V equipment, or if the room is wheelchair accessible or not)
10. The room will say whether or not it is available at the time you have set for the meeting
11. Click on the room. It is added to the list of recipients and the Location is set to that room.
12. Enter any information you wish for the meeting agenda.
13. Click Send. If the room is available, it may be approved automatically, though some rooms require meetings approved by an administrator.