Booking Meeting rooms when setting up meetings or events

Booking Meeting rooms when setting up meetings or events

If you have a room/meeting hall that group members need to use to host events or meetings, you can make this room available for booking in MS365 Outlook by contacting the IT department.
Once this has been created for the group, members can reserve halls for meetings or events using Microsoft Outlook. However, access to this resource would require that users have access to their MS365 account to sign in to Outlook. For help regarding creating MS365 access for group members, please contact the IT Help desk.

How to Reserve a Room in Outlook

  1. Open Outlook Calendar on the web, mobile or desktop.
  2. Click on "New items", then select "Meeting" from the drop-down list

  1. Fill the Required fields, Title, Start Time, and End Time.
  2. In the field, "Required", select all the list of attendees to be at the event

  1. Click through the Field titled, "Location", and search for the room or double-click the available room.
  2. This would add the name of the room to your meeting schedule.
  1. If you want others to join the meeting virtually, toggle the option "include Teams Meeting" in Outlook web version. For the desktop and mobile app version, select "Teams Meeting" at the top.
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Alternatively, you can use the "Scheduling Assistant" from the menu bar to check if the room or people you invited are available. Blue usually means the room is reserved or busy. Select the white area on the calendar to create new time.



  1. Once this is done, click "Send"
  1. Every attendee, including the meeting room, would get an invitation for the event.
InfoIf you are an administrator for the room, you should be able to see the events in the room calendar. For steps on how to add a meeting room to your existing MS365 calendar and manage, please click here
  1. Also, on the Right Side of the menu, you would find the "Room Finder" showing you a list of suggested times that the room is available for.

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