How to Book a Conference Room How to Book a Conference Room 1. Create a new Meeting invite in Microsoft Outlook by clicking on New Items > Meeting. A new meeting window should be displayed. 2. Inside the new meeting window, click on the Location button. The address book should be displayed, with a list of meeting rooms. 3. Locate the conference room you would like to book for the meeting and double-click it to add the room to the meeting invite and then press OK. 4.Complete the remaining fields of the calendar invite, including the Title, Date/Time, Attendees, etc. and confirm the location field includes a meeting room. Then click on the Scheduling Assistant tab from the top ribbon. 5. The scheduling assistant will show one row for each attendee invited to the meeting and a row for the room specified for the meeting. Here you will see a table of free and busy times for each attendee/room added to the invite, to help in find an available timeslot that works for all participants. The legend below the scheduling assistant can be used to identify which times are free using the information from the scheduling assistant table. 6. Within a few minutes, you should receive an automatic response from the meeting room indicating whether your request has been approved or denied. If your request has been denied, it is likely that it conflicts with a pre-existing event. Bookings are approved on a “first come, first served” basis.