How do I book a meeting room or location in Outlook?

If you want to reserve a specific meeting room or location for the meeting invitation you are creating in Outlook, you can select a room from the Global Address Book.

This article covers how to book a conference room using

  • Outlook 2013 and 2016 Outlook for Windows
  • Outlook 2016 for Mac
  • Calendar in Office 365

Using Outlook for Windows

Outlook 2013 & 2016

  1. Open Outlook.
  2. Create a meeting invitation. You can do this task multiple ways:
    1. In the Mail screen, click New Items in the upper left bar and then select Meeting.
    2. Click Calendar in the bottom bar and then either click New Meeting in the upper left bar or right click on the desired meeting date and select New Meeting Request from the right-click menu.
  3. Beside the Location box, click the “Rooms…” button.
  4. Search for the conference room you wish to book and double-click your choice.
Note: If you do not see a list of rooms, click the drop down arrow under the Address Book field at the top of the box. Select Global Address Book or All Rooms.
  1. Click OK.
  2. The dialog box will close, and you will see that your selected room is listed in the To: and Location fields.
  3. Now complete the other fields in your meeting invitation. You can use the Scheduling Assistant, located in the top bar, to check the availability of your meeting participants and the conference room.
  4. Click Send. You will receive a message from the calendar account for the room accepting your request if the room is available during the selected day and time.

 

Using Outlook 2016 for Mac

  1. Open Outlook 2016.
  2. Click the Calendar tab at the bottom bar to get to the calendar selections.
  3. Click the Meeting button at the top left to create a new meeting.
  4. Under Location, click the address book icon located to the right.
  5. You will have many different options to search under. Change your options to Search All Fields in Default Global Address List.  
  6. Type the name of the room you would like to reserve in the search field.
  7. Click on the room.
  8. Click the Resource button at the bottom right of the contacts search window. This will add your chosen room as a contact for the meeting and as the location.
  9. Close out of the Contacts search window.
  10. Click the Scheduling button at the top right of your meeting ribbon to check the availability of your meeting participants and the conference room.
  11. Click Send. You will receive a message from the calendar account for the room accepting your request if the room is available during the selected day and time.

 

Using Calendar in Office 365

Note: Students who need to access these resources must have UConn Student Worker Accounts (usernames in the format student####)
  1. Sign into Office 365 online portal by going to http://email.uconn.edu and clicking on Office 365. You can also go directly to the login page at https://login.microsoftonline.com.
  2. Login with
    1. Username: UConn email address (lastname@uconn.edu OR student####@ad.uconn.edu)
    2. Password: NetID or Student Worker Account Password
  3. Once in the portal, you will see the tiles of the apps available to you. Click the Calendar
  4. Click New in the upper bar.
  5. Complete the information for your meeting.
  6. Click within the second field Add a location or a room. Select a room from the list that appears, click Add room at the bottom of the list, or search by the room name (e.g., ~UITS – Conference Room).
    1. If you select Add room, then select All rooms to view rooms in the Global Address list.
  7. To check availability of the room and participants, click the calendar icon to the right of People.
  1. Click Send. You will receive a message from the calendar account for the room accepting your request if the room is available during the selected day and time.

Last Modified: 10/24/2017