1.

General
2. Option 1
3. Option 2
4. Add a Room Calendar
 When cancelling a reservation, the room is immediately available.

1. GENERAL:

Open Outlook and choose Calendar:

Choose either New Appointment (part 1) or New Meeting (part 2)

2. OPTION 1:

1. Enter a Subject
2. Choose a start/end date and time

3. Choose Appointment > Scheduling assistant and Invite Attendees

4. Choose Rooms and/or select available Room list
5. Select available room in Room Finder, or select one or more lines = Rooms (use Shift or Ctrl keys
to multiselect)

The choice to select one or more rooms depends on whether you want to reserve a specific
room, or want to see which rooms are actually available.
6. Click Rooms and then OK to add selection to schedule assistant
7. When more than one rooms have been selected, unselect the rooms you don’t want to reserve!
8. Choose Send
9. You will receive a confirmation of your room reservation in your mail, if the room is available.
Your reservation will be visible in both your own as well as the room calendar.

If you accidentally overlooked a previous reservation of someone else, you’ll receive a decline
message during the reservation process
3. OPTION 2:

1. Choose New Meeting

2. Choose a person you want to invite by clicking To

3. Select a person, click either Required or Optional
4. Click OK
5. Choose Rooms or use Room Finder (standard active or activate with Room Finder button; select
appropriate room list)
6. Select available room in Room Finder, or select one or more lines = Rooms (use Shift or Ctrl keys
to multiselect)

The choice to select one or more rooms depends on whether you want to reserve a specific
room, or want to see which rooms are actually available.
 7. Click Rooms and then OK to add selection to your reservation. If only one room is selected, you
can move on to click the Send button!

ATTENTION: a multiple selection will result in all selected rooms in the Location field!

For example:
8. If you want to check availability and also with a multiple selection, you will be required to
choose Meeting > Scheduling Assistant

9. When more than one rooms have been selected, unselect the rooms you don’t want to reserve!
10. Choose Send
11. You will receive a confirmation of your room reservation in your mail, if the room is available.
Your reservation will be visible in both your own as well as the room calendar.

If you accidentally overlooked a previous reservation of someone else, you’ll receive a decline
message during the reservation process
 4. Add a Room calendar to your own view:
to be able to check Room availability (for example)

1. Choose Open Calendar

2. Click From Room List

TIP: if you already have the ‘Rooms’ group available in your calendar view, you can also right click on
Rooms and choose Add Calendar > From Room List. From there on follow steps 3 and 4.

3. Select the Room or Rooms (using CTRL or SHIFT for multi select) you want to add.

4. Click Rooms > OK

Now you can see the room calendar next to your own agenda.