Room Reservations Overview
How do I book a room for my meeting in Outlook?
Room reservations for employees will be completed in Outlook using the steps below. For more information, please review our knowledge base article on Making a Room Reservation in Outlook or watch our Room Reservations Video.
- Go to your Outlook calendar and create a new meeting
- Find a time that works for you and your meeting participants
- Use Outlook Room Finder in your meeting window to find an open room
- Click on location to add to your meeting
- If desired, Zoom may also be added to your meeting at this time
- Send the invite!
Note: If you frequently make room reservations for someone else and don’t wish to have these events on your personal calendar, please contact the ITS Solutions Hub (solutionshub@dmu.edu) for assistance in becoming an Outlook delegate.
What are the rules for room reservations in Outlook?
- Reservations may only be requested within 90 days of today’s date for learning studios and the private dining rooms. All other meeting rooms may be requested within 365 days of today's date. This includes recurring meetings--reservation acceptance emails will indicate the date range for which your recurring meeting has been approved. (*If you need to request a reservation in a learning studio or private dining room more than 90 days in the future, please contact facilitiesmanagement@dmu.edu.)
- Reservations may only be requested for 24 hours. (Wellbeing Room reservations have a max duration of 60 mins).
- Many spaces across campus will require approval for booking (these include learning studios and executive or department conference rooms). You will receive a “Tentative” email confirmation upon request, and then an “Accepted” or “Declined” message once the request has been processed. To learn more about the approvals required, please see our Available Spaces at the DMU Campus knowledge base article.
Meetings that are DECLINED, including declined instances of recurring meetings, will still show on your calendar appointment but have not been added to the room calendar. You must manually change the meeting location in your appointment if your request is declined.
What if I need additional services?
If you would like to request additional services for a room reservation, such as AV support, AV equipment, catering, or room setup, please utilize the Room Reservation Services article for direct links to these items.
What if I’m hosting an event and want help getting my reservation(s) setup?
The DMU Facilities team will be using Coursedog to manage event requests for internal and external groups. To request a reservation, please utilize our Coursedog Event Request Form (available on Pulse). If you have any questions, please contact the DMU Facilities Team (facilitiesmanagement@dmu.edu).
What about student room reservations?
DMU students will be able to utilize Outlook to book Wellbeing Rooms. These rooms have a 90-day and 60-minute reservation limit. All student organizations/student-sponsored events requesting meeting space must complete the Event Request form on Anthology.
Related Resources
How to Make a Room Reservation in Outlook
Available Spaces at the DMU Campus
Scheduling a Zoom Meeting Using the Outlook Plug-In
Room Reservation Services
Viewing Room Calendars