Adding and booking meeting rooms
How to Access and Book Meeting Rooms in Outlook (New & Classic)
This guide provides step-by-step instructions on how to access your calendar, add meeting rooms, and book them using both the new Outlook experience and the classic Outlook desktop application.
🆕 New Outlook (Web & Desktop)
Accessing the Calendar
1. Open Outlook in your web browser or desktop application.
2. In the left-hand navigation pane, click on the calendar icon to switch to calendar view.
3. You will now see your calendar with available time slots.
Adding a Meeting Room
1. Click on 'New Event' or double-click on a time slot in your calendar.
2. In the event creation window, fill in the event title, date, time, and attendees.
3. Click on the 'Search for a room or location' field.
4. Select a room from the list or type the name of the room to search.
5. If your organization uses room lists, you can filter by building or location.
Booking the Room
1. After selecting the room, ensure all event details are correct.
2. Click 'Send' to book the room and notify attendees.
3. Outlook will automatically check room availability and confirm the booking.
🖥️ Classic Outlook (Desktop App)
Accessing the Calendar
1. Open the Outlook desktop application.
2. Click on the calendar icon located at the bottom of the navigation pane.
3. Your calendar view will open, displaying available time slots.
Adding a Meeting Room
1. Click 'New Meeting' from the ribbon at the top of the calendar view.
2. In the meeting window, click 'Rooms' or use the 'Room Finder' pane on the right-hand side.
3. Choose a room from the list or search by name.
4. You can filter rooms by location or availability.
Booking the Room
1. Fill in the meeting subject, time, and attendees.
2. After selecting the room, click 'Send' to book the room and notify participants.
3. Outlook will confirm the room booking and send invites to attendees.
✅ Tips
- Outlook shows room availability to avoid double-booking.
- Ensure you have permission to book the room; some rooms may require approval.
- For recurring meetings, set the recurrence before selecting the room.