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Booking a room resource in Outlook

Overview: 

This article explains the process for adding a room resource to a meeting request in Outlook.

Details: 

Outlook 2010, 2013, and 2016.

When creating a new meeting:

  • In the lower left menu, select the Calendar icon to switch to the calendar view.
  • In the top menu ribon, select New meeting.
  • In the new meeting window, enter the attendee e-mail addresses in the To field, seperated by a semicolon.
  • 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.
  • Select 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 submit.

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

When creating an appolintment:

  • In the lower left menu, select the Calendar icon to switch to the calendar view.
  • In the top menu ribon, select New Appointment.
  • In the New appointment window, select the Scheduling Assistant.
  • At the bottom of the window, select the Add Rooms... button.
  • In the search bar, type in all or part of the resource name.
  • Select 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 submit.

Outlook Web App (OWA):

  • In the main OWA window, click on the Calendar icon to switch to calendar view.
  • In the upper menu, select New, then click Meeting or Appointment.
  • In the new window, fill out the To, Subject, Start and End time fields.
  • Click on the Scheduling Assitant tab.
  • Click on the Select Rooms dropdown arrow, and click on More to open the address book.
  • In the search bar, type in all or part of the resource name.
  • Select 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 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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