In SharePoint, overlaying meeting rooms allows you to view multiple calendars simultaneously, making it easier to check availability and schedule meetings across different rooms.
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Here's how you can overlay meeting room calendars in SharePoint:
Configure Meeting Room Calendars: Ensure that each meeting room you want to overlay has its own calendar set up. This can be done in Exchange Online or Outlook by creating resource mailboxes for each meeting room.
Sync with SharePoint: If you're using SharePoint Online, you can sync your Exchange Online calendars with SharePoint calendars. This can be achieved by adding the Exchange Online calendars to your Outlook, which will allow you to view and manage them alongside your SharePoint calendars.
Create a SharePoint Calendar: In SharePoint, create a new calendar list or use an existing one to represent your meeting room booking system. You can add custom fields to capture additional information like event purpose, attendees, etc.
Overlay Calendars: Once your meeting room calendars are synced with SharePoint, you can overlay them in your SharePoint calendar view. To do this, go to your SharePoint calendar, click on the "Calendar" tab, and select "Calendars Overlay."
Add Meeting Room Calendars: In the Calendars Overlay settings, click on "New Calendar" and add the meeting room calendars you want to overlay. You can give each calendar a unique color for easy identification.
Adjust Settings: You can adjust the settings for each overlay calendar, such as the display name, color, and whether to display the calendar's events as overlays or side-by-side.
View Overlaid Calendars: Once you've added the meeting room calendars as overlays, you'll be able to view them alongside your SharePoint calendar. You can toggle the visibility of each calendar overlay as needed to focus on specific rooms or timeframes.
Book Meetings: Users can now book meetings and schedule events directly in the SharePoint calendar, taking into account the availability of different meeting rooms as shown in the overlay view.
Notifications and Reminders: Configure notifications and reminders to alert users about upcoming meetings or changes to their bookings. This helps ensure that everyone is informed and prepared for their meetings.
By overlaying meeting room calendars in SharePoint, you can streamline the process of scheduling meetings and ensure that you have a clear overview of room availability at a glance.
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