How to reserve a conference room in Outlook

PURPOSE

You need to reserve a conference room when scheduling a meeting in Microsoft Outlook.

PROCESS

Open a new meeting window using the New Meeting button in the Outlook toolbar.
In the Meeting window, click Location to locate the conference room you want to reserve.
In the Select Rooms window, locate and select the room you would like to reserve, and then click OK.
- The room will be added to the Location field of your meeting invitation.
- It will also appear as a recipient in the Required field.
Add your Meeting Attendees email addresses to the Required or Optional fields.
Click the Scheduling Assistant tab.
- NOTE: Scheduling Assistant helps you find the best time for your meeting by comparing the available times for recipients and the conference room.
Update the Start time and End time on the Scheduling Assistant menu. Then, click the Meeting tab to return to the meeting options.
Fill in the Subject and Meeting Body fields
- NOTE: The Attendees, Start Time, End Time and Location fields should already be populated from previous steps.
(Optional) If you want the meeting to repeat on a certain date and time, click the Recurrence button.
Adjust recurrence settings as desired. Recurring meetings cannot conflict with other scheduled meetings.
(Optional) If you want to use Microsoft Teams for your meeting, click the Teams Meeting button.
When you are satisfied with your meeting settings (time, location, subject, participants), click Send. T
he meeting request is sent to the recipients specified in the Required and Optional fields.
After you have sent your meeting invitation, you will receive an email back from the conference room mailbox account.
An Accepted response will confirm your conference room has been reserved.
A Declined response will be received if you have a chosen a date/time the conference room is already reserved for.
- If you receive a declined response, find a different date/time or select a different conference room.

HISTORY

Revised Date Revised By Revisions Unknown Unknown Created Document 10/24/2023 Ciera Clapp Branded document and updated formatting 1/4/2024 Yolanda Terrazas-Franco Updated formatting and grammar mistakes fixed 8/12/2024 Andrew Poskey Moved to Fresh 3/13/2024 Andrew Poskey Updated title and content formatting