Outlook Room Scheduling Setup

You can configure one calendar to schedule all conference rooms so staff can easily see conference room availability for any time and date.

Outlook room scheduling setup.

You can schedule a meeting with a zoom room in outlook. Select the white or free area on the calendar. You can hide the room finder by selecting the room finder control in the options group of the ribbon. If you use an microsoft 365 or microsoft exchange account with outlook you can use the scheduling assistant and room finder to help schedule your meetings.

Scheduling a conference room. The calendar in microsoft outlook can be used to schedule your meetings appointments and events and can also be used for office wide events such as the schedule for conference rooms. Outlook treats the conference room as a guest meaning you invite the room to the meeting. In the scheduling assistant either click the box under your name and type an attendee s name or email address or click the add attendees button to bring up your address book.

This also shows the room as busy for other users and they are not able to book the room for that time. Rooms in outlook exchange can be reserved for meetings and other events. Users can see free busy times for rooms and room requests can be automatically approved. You also can use the keyboard shortcut ctrl shift q to create a new meeting.

How to schedule rooms in outlook automated resource booking allows users to schedule rooms when setting up meetings in their outlook calendar. To schedule a conference room for your meeting follow the instructions below. Click the icon next to the attendee s name in the scheduling assistant to mark a specific attendee as a required attendee optional attendee or a resource when you start typing a attendee s name outlook will provide. In outlook for office 365 the room finder control button can be found next to the location field on the meeting tab or on the ribbon when you view the scheduling assistant screen.

When finished select send. Booking the room adds a link to the zoom room controller to start the meeting. Bookings has built in flexibility and customization options that are designed to fit a variety of scheduling needs including across departments individuals and conducting both internal and external appointments. Requests to reserve the resource must be approved or denied by the resource manager.

In the scheduling calendar blue means the room or equipment is reserved or busy. Use the scheduling assistant. Not all rooms are designated for self service and automatic approval. This includes conference rooms and other meeting spaces scheduling rooms for meetingsrooms can be set up to handle reservation requests in one of two ways moderated.

When it is time for the scheduled meeting you can tap start on the controller to begin the meeting. Requests to reserve the resource are. A room can be set up. Only the person who owns or originated the meeting will be able to schedule the conference room for that meeting.

To set up a room or equipment mailbox go to the microsoft 365 admin center. You can create and manage multiple bookings calendars each with their own unique setup to accommodate specific goals and use cases.