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Book a room for your Scheduled meeting using Outlook

When you create a meeting request, it is typical and convenient to include the meeting location for the meeting or event. You can use the Address Book to find a conference room.

      • Click New Items - > Meeting or Reply with a Meeting from the Home tab of the Outlook Mail window or New Meeting from the Calendar
      • Keyboard shortcut to create a new meeting request is CTRL+SHIFT+Q.

      • In the Subject box, type a description of the meeting or event.
      • To open the Address Book to see which rooms are available, next to the Location box, click Rooms.

        Note: If you don't see the Rooms button, you might have opened an appointment instead of a meeting request.

        • In the Start time and End time lists, click the start time and end time for the meeting. If it is an all-day event, select the All-day event check box.

        An all-day event is a 24-hour event that lasts from midnight to midnight.

        Note: By default, the current time-zone setting on your computer system is used to schedule meetings. If you want to schedule meetings based on an alternative time zone, on the Meeting tab, in the Options group, click Time Zones.

          • Type any information that you want to share with the recipients or attach any files,
          • On the Meeting tab, in the Show group, click Scheduling Assistant.

        The Scheduling Assistant helps find the best time for your meeting.

          • Click Add Attendees.
          • In the Select Attendees and Resources dialog box, in the Search box, type the name of a person or resource that you want to invite to the meeting, and then click Go.
          • Select the name from the results list. Click Required, Optional, or Resources; and then click OK.

        Required and Optional attendees appear in the To box on the Meeting tab, and Resources appear in the Location box.

        The Scheduling Assistant displays a free/busy grid that shows the availability of attendees. A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting.

        The Suggested Times pane locates the best time for your meeting, which is defined as the time when most attendees are available. The best meeting time appears at the top of the pane. To select any one of the suggested times, click the time suggestion in the Suggested Times pane. You can also manually select a time on the free/busy grid.

          • If you want to make the meeting recur, on the Meeting tab, 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 tab changes to Recurring Meeting.

          • On the Meeting tab, in the Show group, click Appointment.
          • Click Send.

      - Customized from the Support pages of Microsoft Office