EMAIL - HOW TO RESERVE A CONFERENCE ROOM IN OUTLOOK
PURPOSE
You need to reserve a conference room when scheduling a meeting in Microsoft Outlook.
PROCESS
- Open a new meeting window using the New Meeting button in the Outlook toolbar.
- In the Meeting window, click Location to locate the conference room you want to reserve.
- In the Select Rooms window, locate and select the room you would like to reserve, and then click OK. The room will be added to the Location field of your meeting invitation. It will also appear as a recipient in the Required field.
- Add your Meeting Attendees email addresses to the Required field. Optional attendees can also be added.
- Click the Scheduling Assistant tab. Scheduling Assistant helps you find the best time for your meeting by comparing the available times for recipients and the conference room.
- Update the Start time and End time on the Scheduling Assistant menu. Then, click the Meeting tab to return to the meeting options.
- Fill in the Subject and Meeting Body fields (the Required, Start Time, End Time and Location fields should already be populated from previous steps).
- (Optional) If you want the meeting to repeat on a certain date and time, click the Recurrence button.
- Adjust recurrence settings as desired. Recurring meetings cannot conflict with other scheduled meetings.
- (Optional) If you want to use Microsoft Teams for your meeting, click the Teams Meeting button.
- Repeat steps #1 through #7.
- When you are satisfied with your meeting settings (time, location, subject, participants), click Send. The meeting request is sent to the recipients specified in the Required and Optional fields.
- After you have sent your meeting invitation, you will receive an email back from the conference room mailbox account.
- An Accepted response will confirm your conference room has been reserved.
- A Declined response will be received if you have a chosen a date/time the conference room is already reserved for. If you receive a declined response, find a better date/time or a different conference room.
HISTORY
Issue Date
Updated by
Revisions
2023-10-24
Ciera Clapp
Branded document and updated it for publishing.
2024-01-04
Yolanda Terrazas-Franco
Format updated and grammar mistakes fixed.