Room reservations for employees can be made in Outlook. This article walks you through making a room reservation from the Outlook desktop application.

Instructions

1. Open your Outlook calendar (either a personal calendar or a shared calendar, wherever you want the meeting to live).
2. Click New Meeting from the top toolbar.
3. Add meeting details: title, attendees, date, and time.
4. Add a location using one of the two options below.
5. If desired, you can also create a Zoom meeting using the Outlook add-in before sending your meeting invite.
6. 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. View a list of rooms and their approval policies.]

Option 1: I Know Which Room I Want

1. Click into the Location field and start typing the room number.
2. If your desired room shows as available, click to select the room, which adds it to the Location, as well as the list of required attendees.
3. If your desired room(s) are unavailable, follow the steps below for using the Room Finder to locate an available space.

Option 2: I Need Help Finding an Available Room

1. Click the Room Finder button to the right of the Location field.
   
2. 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.
   
3. 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.
   

Helpful Tips

• The Room Finder will default to recent or frequent Buildings, but you can manually select a different building.
• Click into the location field to view quick suggestions based on your most recent and most frequently reserved rooms.
• When removing a room from your meeting request, be sure to also delete it from the Required attendees list.

Related Resources

Room Reservations Video
Schedule a Zoom Meeting using the Outlook Plug-in