Scheduling a Conference Room
To schedule a conference room for your meeting, follow the instructions below. Please note: only the person who owns or originated the meeting will be able to schedule the conference room for that meeting. Outlook treats the conference room as a guest, meaning you invite the room to the meeting. Once a conference room is added, it appears in both the “To:” and “Location:” invitation fields.
In Outlook Desktop Client
(if you are using the web-based Outlook, click here for instructions)
- Click on the Outlook Desktop Icon.
- When your Outlook email account opens, click on the Calendar icon on the menu bar at the left.
- In the Home tab, click on New Meeting.
- The untitled – Meeting window will open.
- After filling out the meeting information such as, To, Subject and Date, Click on Location.
- A list of conference rooms will appear. Select the room by double-clicking it. Click OK. In this example, we will select three conference rooms.
- The room will appear in both the Required and Location areas.
- Click on Scheduling Assistant in the top bar menu to view the room’s availability.
- This will allow you to modify the time and date if the conference rooms chosen are needed to a time when everyone and every room is available.
- If more than one room is selected, uncheck the room that is unavailable and/or unwanted.
- The room selected will appear in the To area along with the invited guests. Click Send to finalize your meeting and your location.
- After clicking send, a room request will be sent to the Office Administration Staff who give the final approval on your conference room request. They may ask you to move to another room if another request is pending or takes precedence.
Scheduling a Conference Room with Outlook on the Web
- Click on the Microsoft Edge or Chrome Desktop Icon, I will use Chrome in this Example.
- Navigate to https://outlook.office.com/ login to your Microsoft 365 account. You can do this by typing the address into the address bar and then pressing the enter key when done typing outlook.office.com.
- This will take you to the login page, if your email account is not listed click Use Another Account:
- Enter your password when prompted:
- Approve the MFA request or enter the 2FA code if prompted
- When your Outlook email account opens, click on the Calendar icon on the menu bar at the left.
- In the Home tab, click on New event.
- The New event – Calendar window will open.
- After filling out the meeting information such as, Title, To, Time and Date, Click on Search for room or location.
- A list of suggested conference rooms will appear. Start typing the name of the conference room you would like to reserve by entering the campus location name followed by a period. For example for the main Western campus you would search for "Western." and for the Bendix Campus you would search for "Bendix.".Select the room by double-clicking it. Click OK. In this example, we will select three conference rooms.
- After the room or rooms have been added, either a green check mark or a red x will appear next to the room name. You need to either adjust the date and time till all rooms are available or remove the room that is not available.
- After making the necessary adjustments you should have a green check mark next to the conference rooms and the calendar should say that "Everyone is Available".
- The next step would be to mark this as an in-person event. That option should be above the conference room names.
- This will add the text "[In-person]" to the subject line helping attendees recognize it is not a teams meeting.
- If all looks well, click Send near the top left of the browser window.
- After clicking send, a room request will be sent to the Office Administration Staff who give the final approval on your conference room request. They may ask you to move to another room if another request is pending or takes precedence.