How to Schedule (Outlook)

Introduction

With Synergy SKY installed, scheduling meetings becomes as easy as all other meetings. Whether you use Outlook or Google Calendar, you can set up a meeting, invite participants, and reserve an available room in just a few clicks — saving you time and avoiding double bookings.

Once your meeting is scheduled, the selected room will automatically receive the booking details. When it’s time for your meeting, simply head to the meeting room equipped with a SIP video conferencing device. A green Join button will appear on the touch panel or screen, allowing you to start your meeting instantly with a single tap.

This guide explains step-by-step how to schedule a meeting in Outlook and Google Calendar, and how to join it from your meeting room.

Note: The green Join button is available on most Cisco, Poly, and LifeSize SIP video conferencing devices. Availability may vary depending on model, software version, and configuration. See list here 

Prerequisites

It's important that your organization has access to the video conference systems trough the calendar

See how here

NOTICE: Make sure your meeting room has a video system that is configured for your spesific meeting room. Contact your system administrator if not configured.

Outlook

1. Log in to Outlook.
    
2. Go to your Calendar.
    
3. Click New Event in the top left corner.
    
4. Add a title for the meeting.
    
5. Toggle Teams Meeting to automatically include a Teams link.
    
6. Invite all attendees by adding their email addresses.
    
7. Select a time slot for the meeting, then choose a meeting room. You can do this in either order.
    
   • To choose a meeting room, click Add a room or location.
   • Click Browse all rooms to see available options.
   • Rooms that are unavailable for the selected time will be marked as Unavailable.
   • You can filter rooms based on criteria like maximum capacity.
   • 
      
8. Select your preferred meeting room.
    
9. Click Send — the meeting will now appear in your calendar.
    

When it’s time for the meeting, go to the booked meeting room with a video conferencing device. Wake the device, and you should see a green Join button. If you’re using a Cisco Touch 10, it will look like this:
 

Press the green Join button (Click to JOIN) on the touch panel to connect to your meeting. If you use a remote control, the green button will appear on your screen — simply select it to join.

Regardless what video conferencing endpoint you are using, the green button will appear in some shape or form