Outlook Resource Room Calendar Booking

Outlook for Windows Instructions:

Method 1: Book a Room While Creating a New Meeting

1. Create a New Meeting

1. Open Outlook for Windows.

2. Go to the Calendar view.

3. Click New Meeting on the Ribbon (or Ctrl + Shift + Q).

2. Add a Resource Room

1. In the meeting window, select Location

2. A list of available rooms will appear (depending on configured Room Lists).

3. Choose the desired room → click OK.

4. The room will now appear in the Required or Location field.

3. Set Meeting Details

• Add attendees

• Set date & time

• Add meeting subject and description

4. Check Availability

• Use the Scheduling Assistant tab to visually check availability of attendees and the room.

• Adjust your time as needed until there are no conflicts.

5. Send the Meeting Request

• Click Send.

• You will receive:

  • A confirmation email since all meetings are auto-accepted if the space is available

  • 

Method 2: Using the Scheduling Assistant First

1. Open Calendar → New Meeting.

2. Click Scheduling Assistant.

3. Select Add Rooms from the left pane.

4. Choose the desired room.

5. Adjust time until the room shows as free.

6. Return to the Meeting tab to add details → Send.

Outlook for Mac Instructions:

Click here for the official Microsoft Instructions