Booking a conference room for a meeting, either in person or utilizing Zoom or Microsoft Teams, can be a simple but sometimes daunting task, especially if you don’t do it on a regular basis.

Why Book a Room in Outlook?

  1. Each of our conference rooms is set up with its own calendar. Reserving a room blocks that time off in that particular space so that rooms are not double-booked, and we avoid meeting space conflicts.
  2. Booking a room in Outlook automatically sets up a meeting for that space in Zoom so that online conferencing is ready to go when the meeting starts. 

To book a room in Outlook, follow these simple steps:

  1. In your Outlook calendar, click on the New Meeting icon on the ribbon toolbar at the top of your Outlook window.

  2. In the Meeting window, give the meeting a name and choose the correct date and time for your meeting. Next, click on the “Required” box and enter the names/email addresses of the people who need to attend the meeting. Once that is done, click OK.

 

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  1. Next, click into the Location box in the Meeting window. Outlook will suggest some of the available conference rooms for your time slot. If you don’t see the room that you need to book, click on “Browse with Room Finder”, then choose the city and the rooms available for that location. Room finder will let you know whether or not the room is available for your meeting time and will also list the capacity for that conference room. Also, if several conference rooms need to be booked for the meeting, repeat this step to add additional rooms.

  2. Once you have chosen the conference room, it will populate in the location box. This will automatically book a Zoom meeting for the conference room as well. However, if some of the participants will be joining the Zoom meeting from other locations, click on the “Schedule a Meeting” button under Zoom on the ribbon. This will add all of the Zoom information directly to the meeting invitation. 

  3. Once all of the information for the meeting has been added, click the Send button. You should receive an automatic reply shortly confirming that the room(s) have been successfully booked. 

Click here for a quick video overview of this process. If you have any questions or experience any issues, please send an email to help@armgroup.net