Outlook Meeting Room Booking

This article will show you how to book meeting rooms through the default Outlook desktop application, the New Outlook desktop application, and the web version of Outlook.

Tip: Click on the pictures below to make them larger.

Outlook Desktop Application:

1. Click on the Calendar tab along the left side panel, then select New Meeting.

Tip:You can also get here by pressing Ctrl-Shift-Q on your keyboard while in Outlook.

2. In the New Meeting window, create the Title, add any attendees into either the Required or Optional line, set the start/end date and time, and add an optional message for the meeting invitation.

3. Booking the Room through Room Finder
   1. To book the room, select Room Finder

2. The Room Finder tab should appear on the right. This will show which meeting rooms are available during the date and time you want to book.

3. Under the Building section you can filter between each campus to see which meeting rooms are available.

4. Under Capacity you can filter rooms based on how many occupants you plan to have in your meeting.

5. Once you click on a room that is available, it will show up under the Required and Location section in the meeting invitation.

f. Once you are satisfied with all your meeting options, click Send to book the room.

4. Couldn’t Find your Meeting Room under Book Finder?
   1. Not all meeting rooms currently show up under Book Finder. To find more meeting rooms select the Scheduling Assistant tab at the top, then select Add Rooms.

2. Double-click on the room you would like to add, then select OK.

Tip:You can narrow your search by using the search bar at the top or by selecting Advanced Find, which will help you filter out rooms based on certain criteria such as city or alias.

3. The Scheduling Assistant tab will now display the room you selected, and show you its availability.

4. Once you are satisfied with all your meeting options, click Send to book the room.

New Outlook Desktop App and Outlook Web App:

1. Click on the Calendar tab along the left side panel, then select New event.

Tip:In the New Outlook desktop app, you can also get here by pressing Ctrl-Shift-Q on your keyboard. However, this will not work on the web version of Outlook.

2. In the New event window, create the Title, invite attendees into either the Required or Optional line, set the start/end date and time, and add an optional message for the meeting invitation.

Tip:To view the Required and Optional attendees, select the blue Optional setting on the Invite attendees line.

3. To book the room, click on the Search for a room or location line, then select Browse with Room Finder.

1. The Room Finder tab should appear on the right. This will show which meeting rooms are available during the date and time you want to book.

2. Under the Building section you can filter between each campus to see which meeting rooms are available.

3. Under Capacity you can filter rooms based on how many occupants you plan to have in your meeting.

4. Click on the meeting room you would like to use, and it will be added to the meeting.

5. Once you are satisfied with all your meeting options, click Send to book the room.