Booking meeting rooms

  1. Open Outlook.
  2. Select New Items.
  3. Select Meeting.
  4. Select Rooms...
  5. Select All Rooms from the drop down list.
  6. Scroll down the list of Meeting Rooms until you find the name of the Meeting Room.
  7. Add the meeting room to the Rooms field by doing either of the following:
    • double click on it.
    • highlight the room name and select Rooms - >.
  8. Select OK.
    • The meeting room itself is now listed in the To field as a recipient. Also the Location field has now been populated in the meeting request.
  9. Add the rest of your recipients in the To field.
  10. Type in a subject for the meeting.
  11. Type in a brief overview of the meeting in the message body.
  12. Set the Start time.
  13. Set the End time
    • NOTE: In the bottom right of the meeting request you will see a field called Suggested Times, if there is already a booking in the room at that time, it will let you know and suggest an alternative time for you on the same day in this box.
  14. Select Send.
    • This has now sent the meeting to all the intended recipients (including the meeting room itself). This will automatically enter the name of the meeting organiser into the calendar of the meeting room. This will also add the meeting to your personal calendar, but it will show the Subject of the meeting. All of the individual recipients will now get meeting invites sent to their email address.
  15. Once they click Accept, the meeting will be automatically added to their personal calendar.
  16. Your meeting has been successfully made.