Check rooms and attorneys before booking Get the source data and prepare the review Documentation-verified component path; proposed adaptation, not tested WHAT WAS CHECKED Official public documentation checked 2026-10-15; no account, source-data acquisition, prompt run or end-to-end workflow was tested. Menus/features are vendor-documented; prompts, field maps and human gates are editorial adaptations. No actual client work, account login, installation, connection, external write or site edit occurred. BEFORE YOU START - Microsoft 365 or Exchange Outlook account, existing correctly configured room resources and read access to the required attendee/room free-busy; approved location roster, duration and buffers. - Existing firm-approved Acrobat Studio, AI Assistant add-on, or another plan including Acrobat AI; online services/cloud storage, language and region must be permitted. No purchase, login or connection is part of this verification. The manual route works without AI. - Preserve original evidence unchanged in restricted storage. Use synthetic material first. Prepare a separate, explicitly approved minimized AI input; aliases alone do not anonymize narrative or attachments. Do not upload raw originals or an alias key merely because another tab/file is sanitized. DATA ACQUISITION LIMITS - For a small meeting, the native Scheduling Assistant and Room Finder inspection may be faster and safer than manually transcribing intervals for AI. Use the native/manual route directly when it answers the scheduling question; no time-saving claim is made for the optional AI stage. - Free/busy is a snapshot, not a reservation or room acceptance. Missing calendar permissions, stale data or ambiguous availability blocks a confirmed slot. - A direct write into a room calendar may bypass booking policy. Do not create resources, change admin permissions or assume Lawmatics orchestrates room resources. WHEN THIS CAN RUN Blocked until actual sources, permissions and required human approvals are supplied; no real inputs were available in this verification. STEP 1: Inspect native availability for the actual proposed time Tool: Outlook Open: Calendar > New Meeting > Required attendees; Scheduling Assistant; Location > Room Finder Access needed: See recipe prerequisites; exact account entitlement and permissions not observed. In an unsent candidate meeting view choose the required people and room, date/time/timezone, and inspect native free/busy for the entire duration plus approved buffers. Do not send. Use Room Finder building/room filters and the approved location roster to ensure the attorney and resource are at the right location. Manually capture alias-only busy/free/tentative/unknown intervals and the observation time. Expected output: Bounded availability observations, chosen resources and scope/capture timestamp. Use it next: Paste only alias intervals, explicit timezone/offset, location rules, duration and buffers into a separate review text. Check: Unknown/striped availability is not free. Check the exact recurrence occurrence if recurring; working hours alone do not establish presence at a location. Documentation limit: Sources support named component capabilities. Capture fields, prompts and review requirements are the proposed adaptation, not promised native export columns. Source documentation: https://support.microsoft.com/en-gb/outlook/use-the-scheduling-assistant-and-room-finder-for-meetings-in-outlook STEP 2: Load only the approved AI input Tool: Acrobat PDF Spaces Open: Acrobat homepage > PDF Spaces > Create a PDF Space > upload files or Paste copied text > Add to PDF Space Access needed: See recipe prerequisites; exact account entitlement and permissions not observed. Add the alias-only observed availability intervals, approved attorney-location roster and booking rules. Use clear source/version labels and verify the Files panel. Do not add originals that have not separately been cleared for Adobe processing. Expected output: Visible approved source set in the PDF Space; no account integration is implied. Use it next: Use the AI Assistant message field in this same space for the next prompt. Check: Confirm every named source is actually loaded and readable. PDF Spaces supports up to 100 files, 100 MB and 600 pages per file; unsupported/password-protected/handwritten material blocks affected extraction. Documentation limit: Sources support named component capabilities. Capture fields, prompts and review requirements are the proposed adaptation, not promised native export columns. Source documentation: https://helpx.adobe.com/acrobat/desktop/explore-pdf-spaces/create-pdf-spaces.html https://helpx.adobe.com/acrobat/desktop/explore-pdf-spaces/supported-formats-limitations.html https://helpx.adobe.com/acrobat/desktop/explore-pdf-spaces/pdf-spaces-faq.html STEP 3: Run the bounded prompt and inspect citations Tool: Acrobat AI Assistant Open: The PDF Space AI Assistant message field Access needed: See recipe prerequisites; exact account entitlement and permissions not observed. Paste the prompt below. Open each source-number citation, check it, and use Copy to transfer the answer into a new local Word document or text file. Correct errors using the originals before reliance. PASTE THIS PROMPT Using only these observed availability intervals and approved location/duration/buffer rules, propose at most three provisional consultation slots. For each show date,start,end,timezone,all required attendees,room,location,buffers,source capture time and conflicts. Treat missing/stale calendars, tentative/unknown states or uncertain locations as unresolved. Do not convert ambiguous DST times, assume resource acceptance, book, send invitations or call any slot confirmed. If no supported slot exists, return the missing evidence. Expected output: Provisional slot list or explicit resource/coverage blockers. Use it next: Save the checked draft as availability-review.docx; carry source IDs, versions and reviewer corrections into the next review step. Check: Recheck native free/busy for every proposed interval immediately before any later booking. Documentation limit: Sources support named component capabilities. Capture fields, prompts and review requirements are the proposed adaptation, not promised native export columns. Source documentation: https://helpx.adobe.com/acrobat/desktop/use-acrobat-ai/generative-ai-features/ai-get-answers.html STEP 4: Human review and final handoff Tool: Responsible staff reviewer and lawyer/process owner Open: Local reviewed report beside the frozen source set Access needed: See recipe prerequisites; exact account entitlement and permissions not observed. Scheduler verifies each candidate live and obtains any necessary participant/location approvals. Any later authorized meeting request must include the room as a resource recipient and remain provisional until the room response is checked. Expected output: Human-reviewed candidate slot specification. Use it next: No invitation or reservation is created here; room acceptance and race conditions must be checked after any separately authorized booking. Check: All unresolved or unreadable evidence stays open. No inferred approval or external action follows from AI output. Documentation limit: Sources support named component capabilities. Capture fields, prompts and review requirements are the proposed adaptation, not promised native export columns. Source documentation: https://support.microsoft.com/en-gb/outlook/use-the-scheduling-assistant-and-room-finder-for-meetings-in-outlook ACCOUNT AND SOURCE CHECKS STILL NEEDED - Actual account access, source versions/completeness, privacy approval and reviewer sign-off were not observed. USING THE FILES IN THIS KIT Use the exact files or source text named in the steps above. Native exports keep their own headers. The kit tables are editorial review worksheets; they are not a claim that a product exports those fields. Some routes use reviewed text directly or require additional original files. Never rename an unreviewed raw export to make it appear mapped. Keep expected-result files separate from inputs. The source account, actual data, prompts and end-to-end workflow were not tested. Any final communication, filing, permission change, payment or publication needs its own authorized human action. This guide performs none.