It is useful to be able to see, when you book a meeting, who is free at what time and which meeting rooms are available then. Below are instructions for using the Scheduling Assistant in Outlook.
Windows
- When you have clicked on "New Meeting" then select the tab "Scheduling Assistant" at the top:
- Start by adding attendees. You can write their email addresses in the name field and click Enter, but it can be easier to click "Address Book" or "Add Attendees":
- Find an attendee by writing their name in the field. The list will narrow down as you type.
- You can change address book if you have more than one using the drop-down menu under "Address Book".
- Select an attendee and click "Required" if the person is required to attend the meeting or "Optional" if they can choose whether to attend or not. The person will then be added to the field on the right. You can repeat this step as often as necessary until you have added everyone who is invited to the meeting.
- When you have finished adding everyone click "OK":
- Now add a meeting room. Use the drop-down menu under "Show a room list" on the right and select the correct building, or click "Add Rooms" in the bottom left corner. Meetings rooms are then added to the list. Select the room you want from the rooms available:
- Now choose a meeting time that will work for everyone. You can zoom in or out using the field in the top left. You can also use the slider at the bottom to see the times and dates further in the future. When you find a time that suits everyone and when the meeting room is free, you can click on the field to mark the time. You can change the length of the meeting by clicking and dragging the end of the blue box. You can also use the fields below, "Start time" and "End time":
- Click "Send" when everything is ready:
Browser
- Create an event through outlook.hi.is:
- It is best to start by giving the meeting a name and choosing a provisional time and meeting room. Then click the "Scheduling Assistant" button in the top left:
- Add attendees by typing their names in the fields "Required" or "Optional".
- You can see who exactly is busy and at which time they are free. Click a field that is completely white to select a time when everyone is free .
- Go back to "Event" and click „Send“ when everything is ready.
Further information and assistance
IT Help Desk University Centre (Háskólatorg)
Mon-Thu 08:30-16:00
Fri 08:30-15:00
help@hi.is
525-4222