Booking a Room Resource in Outlook

Outlook 2010, 2013, and 2016

When creating a new meeting:

  • In the lower left menu, click the Calendar icon to switch to the calendar view
  • In the top menu ribbon, click New Meeting
  • In the new meeting window, enter the attendees e-mail addresses in the To field, separated by semicolons
  • Enter the Subject, Start, and End Time details
  • Click the Rooms button to the right of the location field
  • In the search bar, type in all or part of the resource name
  • Choose the name of the room resource, then click on the Rooms > button to add it to the list. Alternately, double-click the Room Name
  • Verify you've specified the room resource in the Rooms field, and click OK
  • Enter message body text or details, then click Submit

Pro tip: Use the scheduling assistant when creating a new appointment or meeting to view attendee and room resource availability.

Using Outlook Scheduling Assistant

When creating an appointment:

  • In the lower left menu, click the Calendar icon to switch to the calendar view
  • In the top menu ribbon, click New Appointment
  • In the New Appointment window, click the Scheduling Assistant
  • At the bottom of the window, click the Add Rooms... button
  • In the search bar, type in all or part of the resource name
  • Choose the name of the room resource, then click on the Rooms > button to add it to the list. Alternately, double-click the room name
  • Verify you've specified the room resource in the Rooms field, and click OK
  • Enter details, start and end time and date, then click Submit

Outlook Web App (OWA)

  • In the main OWA window, click on the Calendar icon to switch to calendar view
  • In the upper menu, click New, then click Meeting or Appointment
  • In the new window, fill out the To, Subject, Start and End Time fields
  • Click on the Scheduling Assistant tab
  • Click on the Select Rooms drop down arrow, and click on More to open the address book
  • In the search bar, type in all or part of the resource name
  • Choose the name of the room resource, then click on the Rooms > button to add it to the list. Alternately, double-click the room name
  • Verify you've specified the room resource in the Rooms field, and click OK
  • Review the details, start and end time, then click Submit

Depending on how the room resource is configured, the meeting request will either be automatically approved or denied by the automatic booking attendant, or forwarded to the room resource delegate for approval.

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