Staff Conference Room Booking

How to Book a Conference Room in Outlook

Using Outlook:

1. Open your calendar in Outlook and click "New Event" or "New Meeting"
   
   

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2. Add meeting details:

   • Enter the meeting title in the subject line

   • Set the date and time for your meeting

   • Add any attendees by typing their names or email addresses in the "Required" or "Optional" fields

   • Make sure that you are inviting the conference room as an attendee and as a location

3. Add a conference room:

   • Click "Add room" or "Location" field

   • Start typing the room name to search available conference rooms

   • Select the room from the dropdown list that appears

   • Alternatively, click "Scheduling Assistant" to see room availability and capacity

   • Make sure that calendar you are using (your netid or another netid) is not the calendar of a room

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4. Check availability:

   • Use the Scheduling Assistant to view when both attendees and rooms are available

   • Adjust your meeting time if needed to find an available slot

5. Add meeting details (optional):

   • Include an agenda or additional information in the message body

   • Attach any relevant documents

6. Send the invitation:

   • Click "Send" to book the room and notify all attendees

   • The room will automatically accept if available, or decline if there's a conflict

   • You will get two notifications, one from Outlook and one from AgilQuest. If either are denied, please contact wsmhelp@syr.edu

Your meeting should now show up on the shared calendar and on the sign outside of the room itself.