The integrated calendar offers a user-friendly solution for scheduling meetings. It's like having a personal assistant at your fingertips, making sure you never miss a beat.
It not only allows you to easily schedule meetings but also provides the added convenience of reserving your preferred meeting room. With this feature, you can ensure that your colleagues gather in the right location, avoiding any confusion or mix-ups.
The meeting will automatically show up in both your and your colleagues' Teams and Outlook calendars, eliminating the need for any additional effort on your part.
Step-by-step guide on how to schedule a meeting:
- Open your calendar
To access your calendar, simply click on the calendar icon located in the bottom toolbar of your screen. - Choose your preferred day and time
Navigate to the top left corner of the calendar where you will find arrows next to the name of the Month. By using these arrows, you can easily browse to the week and day that you have in mind for your upcoming meeting.
Once you have found the desired date, simply click on the time slot that best suits your schedule. This will open a pop-up window where you can proceed with scheduling the meeting. - Invite the meeting participants
Select a title for your meeting and proceed to invite the participants. As you begin typing the names of your colleagues, suggestions will appear that match the letters you've entered. Click on the correct suggestion and continue this process until you have invited everyone. - Choose which room to meet in
Now it's time to choose the perfect meeting room for your upcoming meeting. In order to do this, you'll need to start with the drop-down menu on the left-hand side. This menu allows you to select the environment, or location, of the meeting. Once you've chosen the environment, the second drop-down menu will display all the available meeting rooms within that environment.
For instance, if the "Bergen Day 1" meeting room is already booked, the system will suggest booking the "Bergen Day 2" meeting room instead.
Each instance of the environment is identical, offering the same features and layout. The only difference you'll notice is the number that follows the name. The multiple instances of each environment is a way of making sure that everyone can have their perfect meeting at the same time.
- Meeting description
The final field that remains is the "Meeting description" field. Here, you have the option to leave that field blank or to provide additional details about the meeting.
Once you have finished writing your meeting details and inviting all the necessary participants, click on the "Create meeting" button. This will send out invitations to the invited people and the meeting will automatically appear in everyone's Co. Society, Teams, and Outlook calendars.
Congratulations!
You have successfully scheduled a meeting in the virtual office!