How to Reserve a Conference Room in Outlook

Reserving a Conference Room

Outlook Quick Guide

Microsoft Outlook  •  For everyday users

This guide shows you how to book a conference room when scheduling a meeting, so the room appears on its touchscreen and is ready when you arrive.

Before You Start

When you create a meeting in Outlook, you can add a conference room the same way you'd invite a person. Once added, the room will automatically show your meeting on its touchscreen panel — meaning you and your attendees can join with just one tap.

Step 1 — Open a New Meeting

In the Outlook desktop app (Windows or Mac):

• Open Outlook, go to your Calendar, and click New Event or New Meeting.

In a web browser:

• Go to outlook.office.com, open the Calendar, and click New Event.

Step 2 — Fill in the Meeting Details

• Add a title for your meeting.
• Set the date and time, including when it ends.
• Add the people you want to invite in the attendees field.

Step 3 — Add the Conference Room

This is the most important step.

1. In the attendees or "Invite attendees" field, type the name of the conference room (e.g. "Boardroom" or "Meeting Room 2").
2. The room should appear in the dropdown — select it.
3. The room is now added as an attendee, just like a person.

💡 Helpful tip: If you're not sure of the room's exact name, ask IT or check with your office administrator. Some organisations also have a "Room Finder" button in Outlook — if you see it, you can use it to browse available rooms by building or floor.

Step 4 — Check the Room is Available

Once you've added the room, Outlook will indicate whether it's free at your chosen time:

• Accepted — the room is free and the booking is confirmed.
• Declined — the room is already taken. Try a different time or a different room.

💡 If you're unsure, use the Scheduling Assistant (look for this button when editing your meeting) — it shows everyone's availability, including the room, in a simple grid view.

Step 5 — Send the Invite

Once you're happy with the details, click Send. Your attendees will receive the invitation and the room will be booked.

On the Day of Your Meeting

• Walk into the room — the touchscreen panel should show your meeting automatically.
• Tap your meeting, then press "Join."
• That's it!

Troubleshooting

If you're having trouble finding or booking a room, your IT team or office administrator will be happy to help.