Booking a conference room is important when your loan officer has an in-person meeting coming up. Booking a conference room ensures that the loan officer will have access to the room they are wanting.
The first step in booking a conference room is sending a calendar invite to the specific room you are wanting to book. To do so, locate the calendar icon in the bottom left-hand corner of Microsoft Outlook.
Once you are able to see the loan officer’s calendar, click the “meeting” icon on the top left-hand corner of Microsoft Outlook. *Note it may also be helpful to click the “day view” of the loan officer’s calendar.
After you’ve opened up a new meeting tab, you will want to locate the “Room Finder” , this is where you will actually “book the conference room”.
From there, you are able to add attendees and the room you are wanting to book. You will also be able to see the availability of the specific room you are requesting.
When adding a room, you will simply click the button under the rooms tab and add the room you are wanting to book. A long list will pop up after you’ve clicked the plus button. Typing in “cooksey” will help narrow down your search for the correct room. Also, you will want to change the search field to “meeting rooms”.
Per the image below, you can see there are a few different rooms you a book based on location (Dallas or Flower Mound), Also the size of the room you are looking for.
Once you have found the room you are wanting to book, in the bottom right-hand corner, you are able to check the availability of the room and book it. If the room is available, simply click the “Add to Meeting” button.
Once you’ve added the room, on the top right hand corner, you are able to click appointment and edit the body of your email you are drafting. Here can also add the emails of your attendees.
From this point, you are able to send the invite to the clients/attendees of the meeting. Within the body of the email draft, include the attendee names – that way the office manager is able to have their names displayed on the TV’s when they arrive. *It is always a good idea to send a separate email to your office manager, Nakylia or Emily – or include them in the invite, that way we make sure the names will be displayed on our TV’s.