How to Book a Meeting Room in Microsoft Outlook

Welcome to OCHQ Staff Meeting Room Booking Guide

This guide will help you:

• Reserve meeting rooms efficiently
• Avoid scheduling conflicts
• Ensure all attendees are notified

You will find step-by-step instructions, including:

1. Opening Outlook and creating a meeting
2. Filling in meeting details
3. Selecting the appropriate meeting room
4. Confirming your Meeting Room booking
5. Check schedule in Calendar

1. Open Outlook and Create a Meeting with Appointment

• Click on the Calendar icon
• Click New Appointment

2. Fill in Meeting Details

• Title: Enter the title or subject of your meeting.
• Start and End Time: Specify the meeting start time and end time.
• Location: Click on the location field to select or enter the meeting room.

3. Choose the preferred meeting room

Select & Double Click the meeting room from the available options:

• Meeting Room Medium – Level 1
• Meeting Room Large – Level 2
• Meeting Room Small – Level 2

• Meeting Room Selected, Click OK

4. Verify Meeting Room Booking

• Send Invitation: Click Send to finish booking the room and schedule the meeting.
• Room Picked: Ensure the selected meeting room is correct.

5. Check schedules in Calendar

• Check your calendar: The booked room will appear in your Outlook calendar.
• Room availability: Other users will not be able to book the same room for that time slot.