Alumni Affairs - Adding CAC Contacts and Conference Room Scheduling

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Adding Contacts to Outlook

1. Save the file CAC.pst to your computer (O:\cc\ccaad)
2. Open your normal Outlook account. (ie, alpha\)
3. Click on File, then Import and Export.
4. Choose ‘Import from another program or file’.
5. Scroll down and select ‘Personal Folder File (.pst)’.
6. Click on Browse, find where you saved CAC.pst, and select it. Click on Next.
7. Select the Contacts folder, and click on Finish.
8. You should now see a sub-folder in your Contacts called Columbia Alumni Center.
9. Right-click on that folder, Click Properties, and select the tab Outlook Address Book.
10. Check the box for 'Show this folder as an e-mail Address Book.
11. Click 'OK'.

You're done! Now when creating an appointment, you'll be able to add a conference room as a Resource, and book it for your meeting.

Adding the Conference Room Calendars to Internet Explorer

1. Save the file cac.htm to your computer.
2. Open Internet Explorer.
3. Click on File, then Import and Export.
4. Click Next.
5. Select ‘Import Favorites' and click on Next.
6. Click on Browse, find where you saved cac.htm, and select it. Click on new.
7. Select ‘Favorites’ and click on Next.
8. Click on Finish.

Now, when you go to the Favorites menu in Internet Explorer, you'll see a folder called ‘CAC Conference Rooms’. All of the conference rooms are listed there. Clicking on one will prompt you to enter the username and password provided by Alumni Center IT. The calendar for that room will then be displayed. You can use this to check availability.

Checking Availability

1. Open Internet Explorer.
2. Go to your Favorites menu and click on the conference room you wish to view.
3. Enter the username and password previously provided by Alumni Center IT.
4. You can now view the daily schedule for the conference room, and browse to different dates.

To view additional conference rooms, go to the Favorites menu and select a new conference room.

Booking Conference Rooms

1. Open your normal Outlook. (ie, alpha\)
2. Create a new appointment in your Calendar.
3. Click on Invite Attendees, and click on the button To:.
4. Click on the drop-down menu ‘Show Names from the:’ and select the Columbia Alumni Center.
5. Select the conference room you would like to book and click on Resources.
6. Add any other invitees to the meeting and click on OK.
7. Complete the other meeting details (Subject, Start\End Time, and other details).
8. Click on Send.
9. You will receive an email confirmation from the Conference Room that it has accepted the meeting.