The Add-in User Interface

When the Outlook Add-in is installed on a user’s workstation, the Meeting Room Manager menu will display in their Outlook Toolbar.

The Meeting Room Manager Menu

The Meeting Room Manager menu offers several key options:

• New Appointment – launches a new Outlook appointment form
  

• Refresh Fields – updates the fields that display on the MRM form to reflect any changes that may have been made by an Administrator.  There is also an option in the Outlook options in the MRM Web Client to automatically refresh fields upon startup.  Changes to the form after deployment to your end users should be rare.
  

• Import – allows users to bring any reservations they created in the MRM Web Client into their Outlook calendar.
  

• Sync – an option to manually sync the reservations in the Outlook Add-in and the MRM Web Client.  The Add-in syncs automatically when you navigate to your Outlook calendar and when you launch the MRM tab. 
  

• Settings – contains the MRM URL, username and password. 
  

• Color Legends – defines the color-coding used on the Add-in Reservation Grid.
  

• Help – link to MRM online help
  

• About – gives the version number and build number of the currently installed Add-in.

The Meeting Room Manager Tab

In the Outlook Calendar, when selecting New to begin a new appointment, an MRM Tab appears alongside the Scheduling Assistant.  The Meeting Room Manager menu is also available.

Selecting the MRM Tab in a new Outlook appointment takes you to the MRM Add-in form, and the MRM Reservation Grid will display.

The selected time will be highlighted on the Reservation Grid with a green line indicating the start time and a red line indicating the stop time.  Other MRM reservations display and will be color-coded according to the colors and reservation types configured in the MRM Web Client. 

When a resource is selected for the reservation, a new tab is added to the top of the form.

Selecting this tab takes you to “General” tab where the mapped fields are available for the core reservation details.  Any Advanced Service tabs available to the selected location will also display. Simply click the tab to add services to the reservation.

As you are creating a new Outlook appointment, you can toggle between the Appointment tab, the Scheduling Assistant and the MRM tab, allowing you to adjust your reservation to be compatible with both attendee and resource availability.

From within the Appointment window, the MRM menu is still available.  Simply click 'Meeting Room Manager' to access all menu options.