Outlook Room Scheduling Setup

The calendar in microsoft outlook can be used to schedule your meetings appointments and events and can also be used for office wide events such as the schedule for conference rooms.

Outlook room scheduling setup. Users can see free busy times for rooms and room requests can be automatically approved. This also shows the room as busy for other users and they are not able to book the room for that time. You can hide the room finder by selecting the room finder control in the options group of the ribbon. To schedule a conference room for your meeting follow the instructions below.

In the scheduling assistant either click the box under your name and type an attendee s name or email address or click the add attendees button to bring up your address book. Bookings has built in flexibility and customization options that are designed to fit a variety of scheduling needs including across departments individuals and conducting both internal and external appointments. Use the scheduling assistant. Set up room and equipment mailboxes.

In outlook for office 365 the room finder control button can be found next to the location field on the meeting tab or on the ribbon when you view the scheduling assistant screen. From the inbox select new items meeting or in the calendar select new meeting. How to schedule rooms in outlook automated resource booking allows users to schedule rooms when setting up meetings in their outlook calendar. Click the icon next to the attendee s name in the scheduling assistant to mark a specific attendee as a required attendee optional attendee or a resource when you start typing a attendee s name outlook will provide.

This includes conference rooms and other meeting spaces scheduling rooms for meetingsrooms can be set up to handle reservation requests in one of two ways moderated. Requests to reserve the resource are. Requests to reserve the resource must be approved or denied by the resource manager. You can create and manage multiple bookings calendars each with their own unique setup to accommodate specific goals and use cases.

When it is time for the scheduled meeting you can tap start on the controller to begin the meeting. Booking the room adds a link to the zoom room controller to start the meeting. Not all rooms are designated for self service and automatic approval. Rooms in outlook exchange can be reserved for meetings and other events.

If you use an microsoft 365 or microsoft exchange account with outlook you can use the scheduling assistant and room finder to help schedule your meetings. You also can use the keyboard shortcut ctrl shift q to create a new meeting. When finished select send. Only the person who owns or originated the meeting will be able to schedule the conference room for that meeting.

In the scheduling calendar blue means the room or equipment is reserved or busy. Outlook treats the conference room as a guest meaning you invite the room to the meeting. Select the white or free area on the calendar. To set up a room or equipment mailbox go to the microsoft 365 admin center.

You can schedule a meeting with a zoom room in outlook. You can configure one calendar to schedule all conference rooms so staff can easily see conference room availability for any time and date.