8x8 - Book a Video Conference in a Conference Room
Summary
You can use the Scheduling Assistant and Room Finder to help schedule your meetings and avoid double-booking conference rooms. You can also add an 8x8 Video Conference to your conference room meeting to enable the use of the TV, camera and tablet.
Instructions
View the Conference Room Calendar
If you just want to view the availability of a conference room without scheduling:
- Click the Calendar icon at the bottom of the left pane in Outlook
- Under the Rooms section, locate and click the conference room you are interested in.
Use the Scheduling Assistant
- From the Inbox, select New Items > Meeting, or in the Calendar, select New Meeting.
- Add attendees in the Required or Optional box.
- In the Title box, enter a description of the meeting or event.
- Select Scheduling Assistant from the Ribbon near the top of the window. You will see a row for every recipient you entered in the Required or Optional box. If you want to add more attendees, you can type their name in any blank row in the Scheduling Assistant.
- If you want to add a Conference Room to the meeting, click the Add Rooms button found in the menu ribbon at the top of the window. Conference rooms are named by location and then name of the conference room.
- Times that your attendees/conference rooms are busy are shown in dark blue. Times that your attendees have a tentative appointment are shown in a light blue hashed block, and times outside of your attendees' working hours are shown in light gray. Select an available time for all your attendees.
- If you want to make the meeting recur, on the Meeting menu, in the Options group, click Recurrence, select the recurrence pattern, and then click OK.
- When you add a recurrence pattern to a meeting request, the Meeting menu changes to Recurring Meeting.
Add an 8x8 Video Conference to Meeting
- Go back to the main Meeting tab and click the Add 8x8 Meeting button
- Details will be inserted into the body of the meeting invitation
- A link to join the meeting will open the 8x8 Desktop App if you have it installed. For guests that are not part of our organization that do not use 8x8, a browser-based app will open to allow them to connect video, audio, etc.
- If guests want to join by phone call only, a phone number with a conference code is available in a tap-to-call format. This alleviates the need for them to type in the conference code manually.
- When you are done setting up your meeting, click Send.
Starting/Joining a Video Conference from a Conference Room Utilizing the TV, Camera and Tablet