How to reserve a room using Outlook 2016

  1. Open Outlook.
  2. View your Calendar.
  3. Click the “New Meeting” button on the ribbon menu at the top right.
  4. In the subject line please type your meeting topic or training name (example: PIC training).
  5. Set the dates and times for Start time and End time.
  6. Beside the Location box, click the “Rooms…” button.
  7. Find a room to reserve from the room list.
  8. Once you have located a room, highlight it and click “OK”.
  9. Double check to make sure that your date, start, and ends times are correct.
  10. You can check to be sure that the room is open for your date/time request by clicking the Scheduling Assistant link. Any conflicts will show up there as a dark blue bar. The image below is an example of what it would look like in Scheduling Assistant if there were a conflict.
  11. Add any additional attendees to the list by typing in their name. You can skip this step if you’re just reserving the room.
  12. Click the “Send” button when you are finished.
  13. You will receive an automatic response and the room request will appear on your calendar. This is to let you know that your request was successful but it does not mean that the room has been reserved for you yet. The automatic response will look like the image below:    

View room calendars

  1. Open Outlook.
  2. View your Calendar.
  3. From the Home Menu, Select Open Calendar and then From Room List… 
  4. Select one or more room calendars to open and Click Rooms to add them. Click OK.
  5. The room calendars will now be listed in your Outlook calendar view.