Scheduling Meetings with Conference Rooms in Outlook

Summary

You can use the Scheduling Assistant and Room Finder to help schedule your meetings and avoid double booking conference rooms.

If you want to add a Video Conference component using 8x8 to your conference room meeting, click here to view that KB.

Instructions

View the Conference Room Calendar

If you just want to view availability of a conference room without scheduling:

Click the Calendar icon at the bottom of the left pane in Outlook
Under the Rooms section, locate and click the conference room you are interested in.

Use the Scheduling Assistant

From the Inbox, select New Items > Meeting or in the Calendar, select New Meeting.
Add attendees in the Required or Optional box.
In the Title box, enter a description of the meeting or event.
Select Scheduling Assistant from the Ribbon near the top of the window. You will see a row for every recipient you entered in the Required or Optional box. If you want to add more attendees, you can type their name in any blank row in the Scheduling Assistant.
If you want to add a Conference Room to the meeting, click the Add Rooms button found in the menu ribbon at the top of the window. Conference rooms are named by location and then name of the conference room.
Times that your attendees/conference rooms are busy are shown in dark blue. Times that your attendees have a tentative appointment are shown in a light blue hashed block, and times outside of your attendees' working hours are shown in light gray. Select an available time for all your attendees.
If you want to make the meeting recur, on the Meeting menu, in the Options group, click Recurrence, select the recurrence pattern, and then click OK.
When you add a recurrence pattern to a meeting request, the Meeting menu changes to Recurring Meeting.
When you are done setting up your meeting, click Send.