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Using a form in Outlook Calendar to manage meetings

Posted on 2008-10-03
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Last Modified: 2010-04-08
We use Exchange and Office 2007, and we have set up all of our conference rooms as 'Rooms', so people can reserve them in their Outlook calendars. I'd like to create a form that a person can open when they have reserved a conference room to (for example) order A/V equipment for the meeting, or order food and beverages to be delivered to the meeting room.  These requests would be attached to a particular meeting appointment in a particular room.

I know it is possible to do this by creating a form, but I don't really know where to begin; nor do I know how users would access the form once it is created.

How would I go about this?
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Question by:jwshome
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David Lee earned 2000 total points
ID: 22646375
Hi, jwshome.

Here's a link to the best resource I know of for learning how to create Outlook forms.
http://www.outlookcode.com/article.aspx?ID=35
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by:jwshome
ID: 22646598
BlueDevilFan,

Thanks, this article is terrific.  Just to make sure I understand:

1. Our IT staff has to create an Organizational Forms library (we don't seem to have one) so that everyone in the organization can access the form

2. I create the custom form in the "P. 2" area

3. When people create a new appointment in the calendar, they will have the option of selecting P. 2, and if they do they can fill in the custom form

4. The info in the custom form travels with the appointment throughout Exchange (e.g. anyone who can see the appointment can see the info in the form as well)

Is this roughly correct?
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Expert Comment

by:David Lee
ID: 22646801
Yes, that's correct with the exception of creating the organizational forms library.  If you use Exchange, then the forms library should exist already.
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