The process for booking a meeting with a UQ staff member in an available slot using Outlook is as follows.

Step 1: Start a new Meeting Request

As the meeting organiser from your mailbox start a new meeting request. You can do this from the Home ribbon bar by clicking on New Items and then Meeting, as shown below.

Step 2: Scheduling Assistant

When the new meeting form opens, from the Meeting ribbon bar, click on Scheduling Assistant
The Scheduling Assistant window will appear which contains a list of attendees on the left and a calendar in the middle showing their availability. Initially only you will be listed in the attendees list, as the meeting organiser.

Step 3: Add Meeting Attendees

You can add additional meeting attendees by either of the following methods:
1. On the left column in the All Attendees list, in the row under your name you should see the text. Click here to add a name. Type the name of someone that you wish to invite to the meeting. By default the attendee will be marked as required. You can change their attendance to optional by clicking on the red up arrow icon to the left of their name.

2. Towards the bottom of the Scheduling Assistant window select the Add Attendees button to bring up the address book. When selecting the names of attendees from the address book, make sure that the name of the person appears in the Required or Optional fields at the bottom before selecting the next person or clicking OK to close the address book.

When you have finished adding people, click [OK] to return to the Scheduling Assistant screen.

Step 4: Select a Time - Checking Availability

Back at the scheduling assistant window you should now have one or more meeting rooms listed in the attendees. You can see that it is a room by the green house icon to the left of the room name.


Step 5: Make the Appointment

Once all of the attendees, the room and the chosen time have been entered, from the Meeting ribbon bar click Appointment
Step 8
On the Appointment pane, the To field should now be populated to include the meeting attendees that you selected and the room. The Location should be set to the room that you chose. The Start time and End timeshould also be correctly set. Verify they are correct.
In the body, type your message such as the reason you are a requesting the meeting and potentially the meeting agenda.
Finally click the Send button and the meeting request will be sent. 

Looked through our guides and still can't find the right answer?

Search all Help Guides  or  Submit new support job