FAQ Virtual EMS and Outlook Integration

NOTE: As with other Virtual EMS reservations, integrated reservations also abide by the rules of the Web Process Template and the Virtual EMS settings. The ability to modify and cancel integrated reservations and services therefore depends on those rules as well as the rules and restrictions of MS Exchange for Outlook. For more information on Web Process Templates and Category/Resource settings, please refer to the Scheduling Office.

If I made a single or reoccurring reservation...

1. ...can I add locations to an occurrence?

Yes. On the Reservation Summary page, select Edit Booking icon (Edit Booking Icon), then select Add Location Button .

2. ...can I change the location within an occurrence?

Yes. On the Reservation Summary page, select the Edit Booking icon (Edit Booking Icon), then select the Edit icon (Edit Icon) next to the room.

3. ...can I change the location within an occurrence if the status of that location's booking is in a "conflict?"

Yes. On the Reservation Summary page, select the Edit Booking icon (Edit Booking Icon), then select the Edit icon (Edit Icon) next to the room. Choose an available room, and then select Update Bookings button. The booking status will change from your conflict status to your approved/confirmed status.

4. ...can I cancel a location on an occurrence?

Yes. On the Reservation Summary page, select the Edit Booking icon (Edit Booking Icon) and then select Red X to cancel next to the room. You may be prompted to provide a cancellation reason and additional notes.

5. ...can I change the Start Time and/or End Time on a location in an occurrence if that occurrence has more than one location?

Yes, but times must be changed for all locations in that occurrence. Both locations (bookings) are considered part of one Outlook occurrence and therefore cannot have independent time changes. A meeting with multiple locations in multiple time zones is an illustrative example of why time changes cannot be independent.

6. ...can I add dates to an occurrence?

No. See the section below titled PAM's Compliance with Outlook for more information.  

7. ...can I change the date of an occurrence?

Yes. On the Reservation Summary page, select the Edit Booking icon (Edit Booking Icon), enter or select the new date, and then select Update Booking button .

8. ...can I change the Start Time and/or End Time of an occurrence?

Yes. On the Reservation Summary page, select Edit Booking icon (Edit Booking Icon), enter the new time(s), and then select Update bookings button . NOTE: Time changes must be made individually to each booking. In other words, you cannot change a 9 a.m. - 11 a.m. meeting pattern to 10 a.m. - 12 p.m. meeting pattern on all bookings at once. See the section below titled PAM's Compliance with Outlook for more information on why changes must be made individually.

9. ...can I cancel an occurrence?

Yes. On the Reservation Summary page, either select Red x to cancelnext to the occurrence or select the Edit Booking icon (Edit Booking Icon) then select Cancel All Locations. You may be prompted to provide a cancellation reason and additional notes.

10. ...can I add occurrences to the reservation?

No. See the section below titled PAM's Compliance with Outlook for more information.

11. ...can I cancel a reservation (i.e., all bookings and occurrences)?

Yes. On the Reservation Summary page, select Cancel All Bookings.

12. ...can I add an attachment to the meeting invitation at a later time?

Yes, but the attachment must be sent through the Outlook appointment if not originally included in the Virtual EMS reservation.

13. ...can I add invitation message details at a later time?

Yes. To add invitation message details on one occurrence, select the Edit Booking icon (Edit Booking icon) from the Reservation Summary page. Under the Messagetab, modify the message as necessary, choose to send to either all attendees or added/removed attendees (Exchange 2007/2010 only), then select Update Bookings button.

To add invitation message details for all occurrences at once, the message must be sent through the Outlook appointment if not originally included in the Virtual EMS reservation.

14. ...can I add or remove attendees at a later time?

Yes. To add or remove attendee on one occurrence, select the Edit Booking icon (Edit Booking icon) from the Reservation Summary page. Add attendees by entering their names in the Find Attendee field, selecting the Lookup icon (Lookup icon), then selecting next to their names. Remove attendees by selecting next to their names. To add or remove attendees for all occurrences, select Manage Attendees on the Reservation Summary page (Exchange 2007/2010 only). Add attendees by entering their names in the Find Attendee field, selecting the Lookup icon (Lookup Icon), then selecting Green plus to Addnext to their names. Remove attendees by selecting  Red x to cancel next to their names.   

18. ...can I add or remove attendees at a later time through Outlook (i.e., without using the Virtual EMS integration)?

Yes. You will be prompted to update all attendees or only added/removed attendees (Exchange 2007/2010 only).

NOTE: Added attendees should be invited to the appointment in order to be notified of updates/cancellations. Added attendees will not be notified of updates/cancellations if the appointment is forwarded to them.  

19. ...can my attendees include personal contacts and/or personal distribution lists?  

Yes.

Error Messages

Error: We could not locate this booking in your calendaring system.

Problem: I made a reservation using PAM, then I moved and/or canceled the appointment on my Outlook calendar.

Solution: - Immediate: Cancel and recreate the reservation in Virtual EMS using an integrated template. Do not use your personal Outlook calendars to change or cancel events made using the Virtual EMS access. 

Compliance with Outlook (i.e. "What I Can't Do in integrated Virtual EMS")

Reservations made using Virtual EMS's integration follow the same rules as Outlook appointments regarding certain changes. Attempting to make these changes will trigger the following alert in Outlook:

Recurring Alert

The "exceptions" referenced in this alert that will be cancelled include:

  • Removal of any attendees added to only one meeting.
  • Removal of any messages added to only one meeting invitation.
  • Removal of any date/time changes to only one meeting. The appointment will instead revert to the original date/time pattern.
  • Removal of any locations modified for only one meeting. The appointment will instead reset to the original location.

To avoid cancelling these exceptions and to remain compliant with the rules of Outlook appointments, you also cannot do the following using PAM:

  • Add one or more dates to an occurrence (e.g., increase the number of occurrences from 10 to 20).
  • Add one or more occurrences to the reservation.
  • Change the Start Time and/or End Time for all bookings at once (e.g., change a 9 a.m. - 11 a.m. meeting pattern to 10 a.m. - 12 p.m.). These changes can be made individually per booking.