Book a meeting room through Outlook (OWA)
This task explains how to book a room and send a meeting invite through Outlook Web Access (OWA).Ìý
Before you start
You’ll need:
Be aware that you’llÌýonly be able to book rooms that are available to your department or division. If you need to book a different room, useÌýCMISGoÌý¾±²Ô²õ³Ù±ð²¹»å.Ìý
- 1. Log into Outlook
-
Log into your .ÌýÌý
Note: if you land onÌýyour inbox, click on the calendar icon in the bottom left-hand corner. This will take you to yourÌýcalendar.Ìý
- 2. Create an event
-
- Click ‘New event’ in the top left-hand corner of the screen.Ìý
- Then add the title of your meeting or event.Ìý
- 3. Add attendees to the invite
-
You can find all °×С½ãÂÛ̳ contacts and addresses in theÌýGlobalÌýAddressÌýBook.Ìý
- Click on the ‘Invite attendees’ field and search for the names or email addresses. Select the attendees you wish to invite.ÌýÌýÌý
- Select your attendees from the dropdown list that appears.Ìý
- 4. Add the date and times of your meeting
-
- Choose a date, start time and end time for your meeting.ÌýÌý
- Outlook will suggest time slots based on availability. You'll the see suggested time slots beneath the date and time you’ve selected.ÌýIf Outlook cannot suggest any times, click on ‘Open Scheduling Assistant’. This allows you to view the calendars of your attendees and pick a time where everyone is available.Ìý
All dayÌýeventÌý
If your event occurs all day, switch on the ‘All day’Ìýtoggle.Ìý
Recurring eventÌý
If you need to create aÌýrecurring event, click on the ‘Repeat’ dropdown listÌýand add details of the recurrence.Ìý
- 5. Find a room
-
You’ll be able to choose from a list of rooms available to your department or division.Ìý
- Find a room by clicking on ‘Search for room or location’. A list of rooms which are available in your building will appear.ÌýÌý
- To book a room in another building, click on ‘Browse more rooms’ and search for the building you’re looking for. Then click on theÌýroomÌýlistÌýyou want andÌýchoose from the list of available rooms.Ìý
- Add a message or an agenda in the text field.Ìý
To add a Teams meetingÌý
To create an online meeting, click the ‘Teams meeting’ toggle button to switch it on.ÌýÌý
Setting a reminderÌý
You can set a reminder time if applicable, using theÌý‘Remind me’Ìýdropdown list.Ìý
Private appointmentÌý
If you need to set your event to 'Private', click on the ‘Busy’ dropdown menu at the top of the window and select ‘Private’.Ìý
Response optionsÌý
By default, this will be set to request responses and allow forwarding. If you do not want attendees to forward the invite, untick ‘Allow forwarding’.Ìý
- 6. Send out the meeting invite
-
- Click ‘Send’ to send out the meeting invite.Ìý
- You’ll receive an email confirming that the room is available or unavailable. You’ll also see theÌýevent appear in your Outlook calendar.Ìý