Outlook Room Scheduling Setup

Users can see free busy times for rooms and room requests can be automatically approved.

Outlook room scheduling setup.

Bookings has built in flexibility and customization options that are designed to fit a variety of scheduling needs including across departments individuals and conducting both internal and external appointments. Not all rooms are designated for self service and automatic approval. Outlook treats the conference room as a guest meaning you invite the room to the meeting. You ll need to have admin permission to do this.

A room can be set up. This also shows the room as busy for other users and they are not able to book the room for that time. In the scheduling calendar blue means the room or equipment is reserved or busy. When it is time for the scheduled meeting you can tap start on the controller to begin the meeting.

You can schedule a meeting with a zoom room in outlook. If you use an microsoft 365 or microsoft exchange account with outlook you can use the scheduling assistant and room finder to help schedule your meetings. From the inbox select new items meeting or in the calendar select new meeting. In outlook for office 365 the room finder control button can be found next to the location field on the meeting tab or on the ribbon when you view the scheduling assistant screen.

Rooms in outlook exchange can be reserved for meetings and other events. You can create and manage multiple bookings calendars each with their own unique setup to accommodate specific goals and use cases. Requests to reserve the resource are. To schedule a conference room for your meeting follow the instructions below.

To set up a room or equipment mailbox go to the microsoft 365 admin center. How to schedule rooms in outlook automated resource booking allows users to schedule rooms when setting up meetings in their outlook calendar. Use the scheduling assistant. When finished select send.

You also can use the keyboard shortcut ctrl shift q to create a new meeting. You can hide the room finder by selecting the room finder control in the options group of the ribbon. Booking the room adds a link to the zoom room controller to start the meeting. Click the icon next to the attendee s name in the scheduling assistant to mark a specific attendee as a required attendee optional attendee or a resource when you start typing a attendee s name outlook will provide.

Only the person who owns or originated the meeting will be able to schedule the conference room for that meeting. Scheduling a conference room. In the scheduling assistant either click the box under your name and type an attendee s name or email address or click the add attendees button to bring up your address book. Requests to reserve the resource must be approved or denied by the resource manager.

You can configure one calendar to schedule all conference rooms so staff can easily see conference room availability for any time and date. The calendar in microsoft outlook can be used to schedule your meetings appointments and events and can also be used for office wide events such as the schedule for conference rooms.