How to Book a Meeting Room in Outlook

These instructions are specific to the Outlook Web App ( Using the Outlook application on Windows or Mac will look slightly different.

  1. Go to the Calendar  tab in Outlook, then click New Event at the top
    Outlook open in a browser with an arrow pointing to the calendar icon, and another arrow pointing  to the "New event" button
  2. Fill in the meeting details:
    • Title
    • Attendees [Optional]  - include the student email address to email them an invite
    • Date and time 
    • Location - select a room to reserve it

Some meeting rooms require access to secure areas. Before booking a room, please make sure that it is accessible for open bookings

To select a room - c​​​​​​lick in the location box and start typing a location (2-letter building code then room number)  - click on your preferred room that shows Available in the list to select it

New meeting window open with an arrow pointing to location box with "UN" typed in and a menu popped out from there showing locations starting with "UN"

  1. Once everything is set, click Send at the top
    New event window with arrow pointing to "Send" button at top left
  2. You will get an email confirmation from the room, showing your reservation request was accepted
    Outlook inbox with an email saying the appointment was accepted

Edit or cancel a meeting

To reschedule or cancel a meeting:

  1. Click on the meeting in your calendar
  2. Select Edit to make changes or Cancel to cancel it completely

Event pop-up menu with buttons to "Edit" or "Cancel" highlighted at the bottom

  1. Add optional notes to cancellation and click Send
    Note: this will not notify the student unless you included their email address
    notes added in cancelation menu with "Send" button on the bottom
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Article ID: 554
Wed 5/5/21 10:30 AM
Thu 8/10/23 1:53 PM