Question fréquemment posée

Adding a “Room” to your Calendar View

If you want to check the availability of the Meeting Room before you book your meeting, you can add the Meeting Room Calendar to your calendar view.

If you go to your calendar, on the left there may be the option of “Rooms” – underneath that is the list of Rooms available, tick the room you wish to view and it will appear to the right of your own calendar.

If you don’t have this option, go to Add Calendar, from Room List.

Highlight the Room you want - Click Room, and OK.

This will then add the calendar, alongside your own.

Privacy Warning

Please be aware, the appointments are visible to all employees, if you wish to have a private meeting, please either be mindful of your subject and contents, or use the Privacy feature for meeting invites to restrict what can be seen.

Book a Meeting & Room

In Outlook, go to your calendar and find the date and time you wish to book your meeting.

If you click on “Invite Attendees”, this will give you the option to add people, and Rooms to your meeting

Invite the people you want to attend the meeting, enter a Subject, ensure your Start and End times are correct and then select “Rooms”

From this screen, click on Rooms and then OK to add this resource to your meeting.

You can see above, it adds the room as an attendee.

To make sure your attendees (and the room) are free, click on Scheduling Assistant.

As you can see, for the time I have highlighted, all my attendees (including the room) are free, so I can go ahead and book the meeting.

Click on Appointment to go back to your meeting invite and finish composing your message and Send.

This will put a meeting in your calendar, send an invite to those you included and as you checked the availability of the Meeting Room, it should put your meeting in the Meeting Room Diary.

If the Meeting Room is already booked.

If the meeting room is already booked for any part of your meeting, your request will be rejected automatically by the meeting room.

See the message below:

Cancelling the Meeting Room

If you wish to cancel the use of the meeting room, you can simply remove the Meeting Room from your meeting invite and it will update your meeting request and send a cancellation to the Meeting Room.