Booking a Room in Outlook

How to book a room in Outlook

If you require access to a room for an event or meeting, you may either contact your room resource person on campus who can make the booking in the EnCampus software for you, or you can use Outlook to book some NSCC rooms yourself.


A room booking in Outlook is very similar to creating a meeting with another person.
Both are done by sending a meeting invitation. 
With a room booking, you are adding the room to the meeting invite.


The college has many rooms available for booking.
Some rooms are managed by staff who review and approve your booking request, while other rooms allow anyone to book them as long as they are available.

Once you send your room booking invitation, you will get an email message informing you of the status of your booking.

Outlook Webmail

• Open your calendar and click on 'New Event' button.

• Click on 'Search for a room or location' 

• Click on 'Browse with Room finder' or start 'typing in the campus name' to see available rooms.

• Select the room you want.

• Fill in the date/time of your meeting plus add in your attendees.

• Give the meeting a title and add any description or documents your attendees might require

• Click on the 'Scheduling Assistant' button at the top of the new event window to see the availability of your attendees (if any), including the availability of the room.

• Make any time, day or room changes to avoid a conflict.

• Click 'Save' to send the meeting invite.
  
   

If the room is available and free to book, you will receive a meeting confirmation, along with separate confirmations from the other attendees (if they choose to respond).

Some rooms have staff whom manage those rooms bookings.

In those cases, there may be a delay in getting the room confirmation message until one of those room schedulers approves or denies your booking.

Outlook Desktop App

• In desktop Outlook, click on 'New Meeting'
  
  

• Since you are booking a room, you may want to remove the automatically created 'Teams Meeting' invite from the invite, unless you also want your attendees to have the option to call into that meeting via Teams.

If that is the case, contact your campuses resource scheduler or DI&Tech to ensure the room you have booked has Teams meeting technology available.
 

To remove the Teams element, click the 'Don't Host Online' button along the top of the meeting request. 

• Click the 'Location' button located just under the meeting Start and End times buttons, and then enter in your desired room by campus name first, then find the room number and double click on it, which puts that room in the Room field along the bottom.
  
  

• Click 'OK' to close that new window and add that room booking to the meeting invite.

• Add a meeting title, and the date and times for the meeting, plus add any other attendees to either the 'Required' or 'Optional' fields.
  Also add any meeting information and files that your meeting attendees require into the body of the invite.

• Finally, click the 'Scheduling Assistant' tab along to top of Outlook, to check the availability of that room and your attendees.
  If you see overlap/conflicts, you will have to return to the 'Meeting' tab to make time/date adjustments.
  
  

• If you see no conflicts, return to the meeting invite by selecting the 'Meeting' tab and then click 'Send'.
  
  Outlook will then send the meeting invite to the attendees and to the rooms own mailbox.
  If the room is available and free to book, you will receive a meeting confirmation, along with separate confirmations from the other attendees (if they choose to respond).
  
  Some rooms have staff whom manage those rooms bookings.
  In those cases, there may be a delay in getting the room confirmation message until one of those room schedulers approves or denies your booking.