Book a meeting room in Outlook

Owned by Eléonore Genolhac
Last updated: sept. 29, 2023
2 min read

Instructions

  1. Go to your Outlook calendar

  2. Click on New meeting.

  3. In the Search box, enter the name of the room you want to book.

Example: Room CSC-03.523 Édouard-Montpetit

  1. Search for the room name in the drop-down list and click OK.

  2. The name of the room will appear in the request.

  3. Complete the SUBJECT box as follows: Your name + extension

  4. Indicate the start and end times of the meeting. Important: Please select a start time 30 minutes before the actual start of your meeting.

  5. Click on SEND.

 

If the room is CONFIRMED, the request will automatically appear in your personal calendar and in the Outlook room calendar.  In addition, you will receive an e-mail confirming that the room has been booked, with the message: “Your request has been approved.”

 

IMPORTANT: If the room is not available, you will not receive a confirmation e-mail (your booking will not appear in your personal Outlook calendar or in the room calendar). You will then have to make a new request.

Comments

If you receive the message “You are not authorized to enter this file” when trying to book a room, here is what to do:

  1. Click on the time slot of your choice in your personal Outlook calendar (e.g. 7:00 a.m.)

  2. Click on New meeting - top left

  3. You will see: “AT” (click on “ROOMS” - right - below)

  4. Enter the room name in the upper right-hand corner (e.g. Room CSC-02.825).

  5. Click on Rooms at bottom left

  6. Your room booking will then be visible in your personal calendar and in the room list (under the name of the requested room).

  7. You will receive a booking confirmation by e-mail.