How to Reserve a Meeting Room

Background 

This knowledge base article provides instructions on how to create a meeting using Outlook

Before You Begin

• Ensure to open the Outlook application on your computer.

Steps to Follow

1. Click on the New Items Button > Teams Meeting button under the Home  Tab.
   
    

2. Fill in the Meeting Details
   PLEASE NOTE: The main parts of the meeting are as follows.

   Item	Description
   Title	Brief Reason for the Meeting
   Required	Main invitees for the meeting
   Optional	Invitees who are not mandatory to participate
   Start Date and Time	Meeting Start Date and Time
   End Date and Time	Meeting conclusion date and time
   Location	A venue where the meeting is held. Can be selected by clicking  on the Location button
   Body	Invitation Message with the Microsoft Teams ID and Password.

   
   
    

3. Click on the Scheduling Assistant button from the top toolbar.
   
   The Scheduling Assistant displays attendee availability based on meeting room, time, and attendees added. It helps you find a suitable time for all attendees and location. Five colours indicate different availability statuses for attendees.
   
   
    
4. Click on the Auto Pick button to let the Schedule Assistant pick up a time option that works for everyone in your meeting.
   
    
5. Click on the Send button. This will send out a meeting invitation and also a location availability request for the selected Meeting Room.
   
   
   You will receive a request acceptance email from the selected Meeting Room.