How to incorporate a Stationary List in a meeting Request on Outlook

rax2473
rax2473 used Ask the Experts™
on
Hi,

I might be shooting in the dark, but I was wondering if there is any option on Outlook whereby we can have a checklist feature pop up whenever someone wants to book a meeting so that the person who books the meeting could see and tick off the stationary and the numbers that he would want along with add-ons like water, mike and projector...or any such things which is already prepeared in the list.

All the person has to do is tick off those items he wants and then send the meeting request across. Once this request comes through, the person in the front office accepting the meeting requests for the meeting rooms would know the items required for the meeting and have them ready when the meeting commences.

If this is not possible to incorporate into Outlook ( what about outlook templates), could you suggest some ways in which we could incorporate this into our company outlook systems as we have hundreds of meeting requests each day and then each time the front office has to run off at the last moment to get the stationary for the delagates who are attending the meeting.

I know that this is not a straight forward question and I would like to genuinely appreciate anyone who gives me a truly workable answer.
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You could customize the home page of the calendar to create a form to be filled in. The form could trigger the metting request based on the entered details

Author

Commented:
Hi Thorrsson,

We have each meeting room configured as a mailbox. Even though the individual sends a meeting request to these shared mailboxes, it is then accepted by the Front desk staff who man all these mailboxes.

How do we create this custom form and how do I ensure that this will send a meeting request to the desired meeting room mailbox. Could you please explain the steps or is there a document I could follow..
Top Expert 2010
Commented:
Hi, rax2473.

You'd have to create a custom appointment form.  You'd add a page for picking out the items that are needed for the meeting.  You'd then have to publish the form so it's available company wide and possibly set it as the default appointment form (meaning it'd be sued for all appointments not just those in the meeting rooms).  In general the steps for this are

1.  Launch Outlook's form editor
2.  Create a custom appointment form
3.  Add the page and the list of items
4.  Publish the form

Here's a link to a page with all the details you need to get started with custom forms.

Author

Commented:
This was the best solution so far and the way the user went the extra mile to support me by aatching the link to the query was so touching - it was highly rewarding to have dealt with hi,
Top Expert 2010

Commented:
Thank you for the kind remarks.  I'm glad I was able to help out.

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