How to book a meeting room in Outlook


There are several meeting rooms on campus that are available for booking within Outlook.

Usually you should book the room at the same time as you send invitations to the meeting. You can make a room reservation and send an invitation to the meeting in several ways.

These instructions first cover a quick and simple way of creating a meeting invitation and booking a specific room. Following the simple instructions are more detailed steps.

NOTE: You will receive an email from the room indicating whether the meeting request has been accepted or declined.  If the meeting is declined, there is a conflict. You will have to update your meeting request.

This article provides both quick and detailed instructions. 

Quick Instructions

  1. Double-click the day for which you want to make a booking.
  2. Enter Subject and Start time/End time in the window that appears.
  3. Click Scheduling Assistant.
  4. Select the room you want in Add rooms.
  5. Select the people to be invited in Add attendees.
  6. Click Send.

Detailed Instructions

The meeting organizer (host) reserves the meeting time and room, and invites the attendees. Depending on whether you have a monthly, weekly of daily view the calendar will look a bit different.

  1. Open the calendar.  Check that it is your own calendar.
  2. Double click the day for which you want to make a booking.

  1. Add the invitation to the Subject field.
  2. Select the meeting time. 
  3. Open the Scheduling Assistant.


  1. Click Add Rooms.
  1. Select the room you want from the list.
  2. The room is displayed in the attendee list.
  3. The meeting host is displayed as an attendee in the list.
  4. The reserved time is highlighted in the calendar view and in the menu.
  5. Add any additional attendees. Identify whether they are required or optional.
  6. Send Invitation to meeting.



Article ID: 747
Mon 4/15/19 11:39 AM
Wed 4/6/22 2:11 PM