Using Outlook Calendar To Reserve Conference Rooms

Rooms in outlook exchange can be reserved for meetings and other events.

Using outlook calendar to reserve conference rooms. Viewing a conference room. However not all meeting rooms can be booked through outlook owa. In the to field type the name of the conference room or equipment you. In a busy office with multiple conference rooms it can be difficult to keep track of which conference rooms are in use at what times.

With room mailboxes users can easily reserve these rooms by including room mailboxes in their meeting requests. Requests to reserve the resource are. In outlook desktop client. At the bottom of the page click create calendar.

You also can use the keyboard shortcut ctrl shift q to create a new meeting. Option 1 for inviting a room to your meeting. Schedule a new meeting and add the room or equipment to the meeting like you would when inviting other employees or customers. In outlook go to your calendar and click on open calendar.

Add a name for your calendar and any other information you want to include. From the inbox select new items meeting or in the calendar select new meeting. You will see a list of conference rooms available to you. You ve now reserved it.

Viewing a conference room s calendar. If you use an microsoft 365 or microsoft exchange account with outlook you can use the scheduling assistant and room finder to help schedule your meetings. Requests to reserve the resource must be approved or denied by the resource manager. A room mailbox is a resource mailbox that s assigned to a physical location such as a conference room an auditorium or a training room.

Use the scheduling assistant. Or from your calendar just select new meeting. You can view the calendar for a conference room to see if it is available. Only some of the meeting room reservations have been transferred to the office 365 system.

When a request for a room is accepted an event is added to the room s calendar. Select from room list from the menu. Use outlook to book a meeting room. Once a room is added it will appear in both the to and location fields of the invitation.

The calendar in microsoft outlook can be used to schedule your meetings appointments and events and can also be used for office wide events such as the schedule for conference rooms. Outlook works better for booking a room than the browser based owa outlook web app. Under my calendars next to your new calendar s name click more settings and sharing. On the home tab choose new items meeting.

On the left next to other calendars click add other calendars create new calendar. Scheduling a room there are two ways to schedule a room for your meeting as described below.