How to Make a Room Reservation in Outlook

Room reservations for employees will be completed in Outlook. This article provides details on making a room reservation from the Outlook desktop application for Windows.

Open Outlook and navigate to your personal calendar or a group calendar, wherever you want the meeting to live.
Create a new meeting ("New Meeting" from the top toolbar).
Find a time that works for you and your participants, using the Scheduling Assistant if desired.
Click the "Room Finder" button to the right of the Location field.
Select the Building, and optionally other filters, to narrow down the room list. Matching rooms will automatically display, along with basic room information and availability for your meeting time.
Click to select a desired room that shows as "Available" to add it to the Location field. [Note: Some rooms require approval, which will be indicated by a red X and help text at the top of the meeting window after you add a Location.]
If desired, you can also create a Zoom meeting using the Outlook add-in before sending your meeting invite. Click here to learn more.
Double-check your meeting details, and click "Send" when you're ready. You'll receive an email when your room request has been approved. [In-policy requests for rooms that don't require approval will be automatically approved. Click here to see a list of new campus rooms and their approval policies.]

Helpful Tips

The Room Finder will default to recent or frequent Buildings, but you can always manually select a different building.
As an alternative to clicking into Room Finder, you can click into the location field to view quick room suggestions.

Related Resources

Room Reservations Video

Schedule a Zoom Meeting using the Outlook Plug-in