How Room Admins Manage Room Calendars in Outlook

Action

If you are an administrator for a room calendar, you may receive emails from people requesting the use of the room that you manage. You can directly book that room for the requester's use. 

Instructions

1. First open the room calendar.  

   1. If the desired room calendar appears in the navigation pane (left column) of your Outlook page, click in the box to open it.

   2. If the desired room calendar does not appear, you must do the following:

      1. In Calendar, on the Home tab, in the Manage Calendars group, click Open Calendar, and then click Open Shared Calendar.
         
         

         Open

         

      2. Type the room name in the Name box, or click Name to select a name from the Address Book.
         
         

         Open

         

      3. The shared Calendar appears next to any calendar that is already in the view.  

      4. After you access a room Calendar for the first time, the Calendar is added to the Navigation Pane. The next time that you want to view the room Calendar, you can click the box next to the room name in the Navigation Pane.

2. Click on the time frame for the requested meeting and enter the person's name and/or description of the use.
   
   

3. The room is now reserved. You can send email to the requester letting them know the room is reserved for them.

4. The requester can then send  their meeting invitation and include the room name in the Location field of the invitation.

5. As the administrator, you can edit and delete existing entries in the room calendar as needed.