Make a booking for meeting room in Microsoft Outlook 2007/2010/2013/2016/2019

Make a booking for meeting room in Microsoft Outlook 2007/2010/2013/2016/2019

Make a booking for meeting room in Microsoft Outlook 2007

1. Select New -> Select Meeting Request


2- Select Rooms…



3. System will auto pop out Select Room window, you can select ALL ROOMS from Address Book and select the room from the room list.


4. Add the meeting room to the Rooms Field by doing either of the following:

  1. Double click on it
  2. Highlight the room name and select Rooms ->
  3. Click OK and it will back to Appointment Email Window.



5. The meeting room which been select will be listed under To filed as recipient and the Location field

As per normal email:

  1. Add the rest of your invite recipients in the To field
  2. Type a subject for the meeting email
  3. Type in a necessary contents as per wish



6- Set the Start Time and End time

Note: You can activate Scheduling Assistant, to know the availability of the room and participant time slot


Figure1.


Figure 2.

From the Figure 2, Suggested Time will be given and the availability of the recipients will be list out.  By using Scheduling Assistant, you may have a clear view  when arrange a meeting  for large amount of recipients.

7. Click Send.

System will automatically enter the name of the meeting organiser into the calendar of the meeting room once ROOM admin  have approve the request.

Auto add the meeting in your personal calendar and recipient calendar which been invited.



Make a booking for meeting room in Microsoft Outlook 2010 / 2013 / 2016 / 2019

1.  Select New Items and Click Meeting


2. Click Rooms…



3.  System will auto pop out the Select Room Window, you can select the All Rooms from the drop down list


4. Add the meeting room to the Rooms Field by doing either of the following:

  1. Double click on it
  2. Highlight the room name and select Rooms ->


5. The chosen meeting room will be listed under To filed as recipient and the Location field

As per normal email:

  1. Add the rest of your invite recipients in the To field
  2. Type a subject for the meeting email
  3. Type in a necessary contents as per wish



6. Set the Start Time and End time

  • Note in the bottom right of the meeting request, you can see the suggested Times, system will show the room availability and suggest an alternative time for you if the time request have been occupied.




7. Select Send.

System will automatically enter the name of the meeting organizer into the Calendar of the meeting room once Room admin have approve the request.

Auto add the meeting in your personal calendar and recipient calendar which been invited.










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