Outlook: book a meeting room

This manual describes how to book a meeting room in Outlook

This manual uses Outlook 365. The steps and screenshots may differ if you use a different version.

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  Step 1

  Start Outlook.

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  Step 2

  Open the Calendar view

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  Step 3

  Navigate to the time and date when you want to book the room.

  • Select the preferred time slot
  • Click New meeting

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  Step 4

  Enter a subject for the meeting and add the invitees for the meeting.

  • You can enter the names or mail addresses for colleagues directly, or use the address book by clicking To….
  • Find the person(s) you are looking for by searching for their last name.
  • Dubbel click the person you want to invite
  • Click OK when done

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  Step 5

  Now it’s time to find available rooms.

  • Click Scheduling Assistant in the top left of the window

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  Step 6

  Add the meeting rooms you wish to check for availability

  • Click Add rooms in the top left
  • Type the building name in the search field
  • Dubbel click the rooms you whish to check for availability
  • Click OK when finished

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  Step 7

  You’ll now see a list of the selected rooms and their availability.

  • Keep the preffered room checked and uncheck all other rooms
  • Go back to the meeting overview by clicking Meeting in the ribbon

  You can now give the meeting a title and short description before sending the invitation.

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Last modified: 11/12/2019