How to Reserve a Meeting Room Through Outlook

Since we have limited private office spaces with high demand, we have set up three shared calendars using our tslmarketing.com domain to view availability and schedule time to use these rooms. This page shows steps to do so for a PC desktop version of Outlook, as well as the new and old online versions of Outlook. Office spaces include:

  • Main Conference Room
  • Kitchen Room
  • Open Office next to Jen’s office (If you have three or less people, please book this room first)

Please connect with Chris K. directly if you need additional support; he maintains these calendar accounts.

Outlook version: PC desktop

  1. Create a calendar event
  2. Select invite users in the top middle of the invite
  3. Click rooms to the right of location
  4. Select the room you would like to reserve (if you do not see them search for Main Conference, Kitchen Room or Open Office)
  5. Click rooms at the bottom left to add it
  6. Click OK

desktop pc reservation

Another way to reserve these rooms is to send a calendar invite to openoffice@tslmarketing.com, mainconference@tslmarketing.com or kitchenroom@tslmarkeing.com.

To view the availability of each room you will need to add the room calendars to your outlook. See the steps below:

  1. Open your calendar
  2. Right click on my calendars
  3. Select “Add Calendar”
  4. Select “From Room list”
  5. Select the room you want to add
  6. Clicks rooms at the bottom left to add it
  7. Click OK

pc outlook room list

 

Outlook version: “The new Outlook” turned OFF

The new outlook highlight

To view the availability of each room you will need to add the room calendars to your Outlook. See the steps below:

  1. Open your calendar
  2. Click the “Add calendar” button on the top ribbon
  3. Click “From directory”
  4. Type “Open Office” in the “From directory:” box and click on it, then click the blue “Open” button
  5. Repeat step 5 for calendars named “Main Conference Room” and “Kitchen Room”
  6. This will add the reservations for the rooms to your calendar so you can see who reserved which room and when. 

open office - old outlook

To reserve a room:

  1. Click the “New” button on the top ribbon
  2. Enter the information for the event
  3. Click in the “Add a location or a room” box
  4. Click on the “Add room” button at the bottom
  5. Available rooms will pop up, click the room you’d like to use 

old outlook - add room

Outlook version: “The new Outlook” turned ON

Viewing availability:

  1. Open your calendar
  2. Scroll on the left sidebar until you see “Discover calendars” in blue
  3. A pop-up screen will come up, scroll on the left side of it under “Discover calendars” until you see “From directory” then click on it
  4. Click in the “Enter a name…” box and type in “Open Office” and click on the calendar then click on the blue “Add” button
  5. Repeat step 4 for calendars named “Main Conference Room” and “Kitchen Room”
  6. This will add the reservations for the rooms to your calendar so you can see who reserved which room and when.

new outlook - discover calendar

from directory - new outlook

 To reserve a room:

  1. Click on the “New event” button at the top left corner
  2. Add in the information for the reservation
  3. To select the room, click in the “Search for a room or location” box and type in the room you need
  4. Send the event

new outlook - reserving a room