Booking a Conference Room in Office 365

 We are currently undergoing a trial of the 0ffice 365 booking functionality for some rooms on campus. If you are interested in, or have any feedback, please email Paul Chauvet and Frank Ruffini. Please see the List of Conference Rooms for more information.


Please note the different instructions depending on your chosen access portal.

  • Outlook Web Access via Office 365 on the using an internet browser

  • Outlook Desktop Version

  • Mac Outlook ( Instructions to be added ) 


Outlook Web Access

  1. Start to create a calendar entry as normal - but don't save it yet.
  2. Below the subject/title of the event, click in the box below, shown as "Add a location or room"
    Screenshot of calendar entry creation - with location/room row highlighted
  3. Click on "Add Room" as shown below.
    Screenshot where the add room button is shown
  4. A list of rooms will come up that are available for the time/date you have for your meeting.  Choose the room/location you are looking to use.
  5. Note: Some rooms may not be available for public booking (i.e. they may only be available for certain purposes, to certain departments, etc.).  When you select a room - any special details or restrictions will be displayed at the top, as in the screen shot below (actual message wouldn't have the red box).  Please double check this before saving your booking request.
    Screenshot showing room notice after booking
  6. Click Send to save your meeting/event and send the booking request. The room manager and the meeting/event requester will receive a notice the event is tentatively accepted, and will appear as tentatively book on room calendar if the time slot is available. This is the default until the event is approved or denied by the room managers, similarly to someone accepting or denying a meeting request. 

Outlook 2016 (Desktop Version - Windows)

  1. Open Outlook and start to create a new meeting/appointment.
  2. Click the Rooms button to the right of the Location box.
    Screenshot of outlook 2016 appointment window with rooms button highlighted
  3. You will then see a list of rooms that are available for the date/time you have selected for your meeting.  Information such as the location, and the capacity are shown.  Some may show a phone number for the office that manages the room - where you can call for more information.
    Room listing window in Outlook 2016
  4. Double click to choose your desired room then click OK.
  5. Note: Some rooms may not be available for public booking (i.e. they may only be available for certain purposes, to certain departments, etc.).  When you select a room - any special details or restrictions will be displayed at the top, as in the screen shot below (actual message wouldn't have the red box).  Please double check this before saving your booking request.
    Screenshot showing room tooltip
  6. Click Send to save your meeting/event and send the booking request. The room manager and the meeting/event requester will receive a notice the event is tentatively accepted, and will appear as tentatively book on room calendar if the time slot is available. This is the default until the event is approved or denied by the room managers, similarly to someone accepting or denying a meeting request.

Details

Article ID: 65072
Created
Thu 10/11/18 9:48 AM
Modified
Fri 11/16/18 11:17 AM