Book a Conference Room in Outlook

Book a Conference Room in Outlook

Overview

If your office has conference rooms set up in Microsoft 365, you can book them the same way you invite a person. The room accepts or declines on its own based on whether it is free, so you know right away if you got it.

Before You Begin

  • Your office's rooms must be set up in Microsoft 365 as room calendars. If you cannot find any rooms, open a ticket and we will check.
  • Outlook on the web, the new Outlook, or classic Outlook for Windows.

Steps

Outlook on the Web and the New Outlook

  1. Open your Calendar and click New event.
  2. Add a title, the date and time, and your attendees.
  3. Click in the Location box (or Search for a room or location). Available rooms appear in the list. Click Browse more rooms to see every room and filter by building or capacity.
  4. Pick a room that shows as available and click Send.
  5. Watch for the room's reply. Accepted means it is booked. Declined means someone else has it at that time.

Classic Outlook for Windows

  1. Open your Calendar and click New Meeting.
  2. Click Scheduling Assistant at the top.
  3. Click Add Rooms (or Room Finder), pick your building's room list, and choose a room.
  4. Check the timeline. The room's busy times show as shaded blocks.
  5. Click Send.

Change or Cancel a Room Booking

  1. Open the meeting from your calendar.
  2. To change rooms, remove the old room from the Location or attendee list and add the new one, then click Send Update.
  3. To cancel, cancel the meeting. The room is freed up automatically.

Troubleshooting

  • If the room declined: another meeting has it at that time. Pick another time or room.
  • If you see a room but it never replies: the room may need approval from a delegate, such as the office manager. You will get a reply once they approve.
  • If no rooms show up at all: your company may not have rooms set up in Microsoft 365. Open a ticket.
  • If you booked the room but someone else is in it: they may have booked it on paper or another system. Show them the accepted booking in your calendar.

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Need More Help?

Submit a ticket at support.bostonmit.com or email support@bostonmit.com.