Tiny Training: How to Reserve a Conference Room

Here’s a quick reference to reserving conference rooms in Outlook.

One-time meeting:

• Create an appointment on your own calendar and open it.
  • Click Invite Attendees button.
    • Click Scheduling Assistant button.
      • Add room(s) using the “Add Rooms…” button.
      • Add Attendees using the “Add Attendees…” button.
  • Click Send.
  • Confirm that the room accepted your appointment.
  • Important: Whether the room accepts or not, the room name will be put in the Location field of your meeting. This does not mean the room has been reserved! Outlook automatically puts the room name in that field when the room is invited, and it does not remove it if the room declines the invitation. Always check to see if the room accepted the meeting invitation.

Recurring meeting:

• Create an appointment on your own calendar and open it.
  • Click Invite Attendees button.
    • Click Scheduling Assistant button.
      • Add room(s) using the “Add Rooms…” button.
      • Set recurrence using the Recurrence button.
    • Click Send.
    • Confirm that the room accepted your appointment. If there are any conflicts, the room will reject all instances of the meeting, and send you an email listing the conflicts.
• Open the appointment again, add attendees and send.
• Important: Whether the room accepts or not, the room name will be put in the Location field of your meeting. This does not mean the room has been reserved! Outlook automatically puts the room name in that field when the room is invited, and it does not remove it if the room declines the invitation. Always check to see if the room accepted the meeting invitation.

Printable version here.

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