Reserving Meeting Rooms Using Outlook

Introduction

This document provides instructions for using Microsoft Outlook to reserve meeting rooms when sending group meeting invites. Proper reservation ensures that all participants have a designated space for meetings.

Purpose

To facilitate the scheduling of meetings and the efficient use of meeting rooms by allowing users to send invites and book rooms directly through Outlook.

Scope

This procedure applies to all employees who need to schedule meetings requiring a reserved room.

Procedure Steps

Preparation

Ensure you have access to Microsoft Outlook.
Have the meeting details (date, time, attendees, and purpose).
Check the availability of meeting rooms, if necessary.

Execution

Open Microsoft Outlook
1. Click on the Outlook icon on your desktop or from the Start menu.
Create a New Meeting Invite
1. In the top left corner, click “New Items” and select “Meeting.”
Set Meeting Details
- Fill in the meeting subject in the “Title” line.
- Choose the date, start, and end time for the meeting.
- Click on the “Location” field.
  1. Select Meeting Room
    1. Click the “Location” button to view available meeting rooms.
    2. Browse through the list and select the desired room. Click “OK.”
Add Attendees
1. In the “Required” field, enter the email addresses of the participants you want to invite. You can also select names from your contacts.
Add Additional Information
1. Include relevant information in the message body, such as the agenda or discussion topics.
Send the Meeting Invite
1. Once all details are entered, click the “Send” button to send the invite to all participants.

Verification

Check your Outlook calendar to ensure the meeting appears at the designated time and the meeting room is reserved.

Troubleshooting

If the meeting room is not available:
- You will receive a notification. Choose another room by repeating Step 3a.
If you don't see the "Rooms" button:
- Ensure you are in the meeting invite window and that your Outlook account has permission to view room availability.

Documentation

Meeting details are automatically saved in your Outlook calendar. You can view or edit the meeting invite by clicking on it in your calendar.

Notes

Always double-check the meeting time and room before sending the invite.
Following up with participants a day before the meeting is good practice to confirm attendance.