Reserving a Conference Room in Outlook

If you are interested in this service or have feedback, please contact Paul Chauvet or Frank Ruffini.

For a complete list of available spaces, see the List of Conference Rooms.

Important: The steps for reserving a room vary depending on how you access Outlook. Choose the instructions that match your version:

• Outlook on the Web (Microsoft 365 in a web browser)
• Outlook Desktop App (Windows)
• Microsoft Support Resources

Outlook on the Web (Microsoft 365)

1. Create a new calendar event, but do not save it yet.
2. Under the event title, click the Add a location or room field.
3. Select Add Room.
4. A list of rooms available for your selected date and time will appear. Choose the room you would like to reserve.
5. Review any room-specific restrictions or requirements before submitting your request.
   • Some rooms are restricted to certain departments or purposes.
   • If restrictions apply, a message will appear at the top of the meeting form when the room is selected.
6. Click Send to submit the reservation request.

What Happens Next?

• If the room is available, the reservation will be marked as Tentative.
• Both the meeting organizer and the room manager will receive a notification.
• The reservation remains tentative until the room manager approves or declines the request.

Outlook Desktop App (Windows)

1. Open Outlook and create a new meeting or appointment.
2. Click Rooms to the right of the Location field.
3. Review the list of available rooms for your selected date and time.
   • Room location and capacity are displayed.
   • Some rooms may also include contact information for the department that manages the space.
4. Double-click the desired room and select OK.
5. Review any room-specific restrictions or requirements.
   • Some rooms are restricted to certain departments or purposes.
   • If restrictions apply, a message will appear at the top of the meeting form when the room is selected.
6. Click Send to submit the reservation request.

What Happens Next?

• If the room is available, the reservation will be marked as Tentative.
• Both the meeting organizer and the room manager will receive a notification.
• The reservation remains tentative until the room manager approves or declines the request.

Additional Microsoft Resources

For more information about scheduling meetings and finding conference rooms in Outlook, see:

• Use the Scheduling Assistant and Room Finder for Meetings in Outlook
  https://support.microsoft.com/en-us/office/use-the-scheduling-assistant-and-room-finder-for-meetings-in-outlook-2e00ac07-cef1-47c8-9b99-77372434d3fa

• Find a Conference Room
  https://support.microsoft.com/en-us/office/find-a-conference-room-1d1c576f-c6e8-4c80-b200-9f55a940ca1f