Adding Boardroom, meeting room and pods to Outlook Calendar

Before setting up a meeting through teams or zoom you will need to ensure the room is not already in use. To see room availability, you can add the Boardroom, meeting rooms or pods to your viewable calendars in Outlook.

1. Open Outlook and navigate to the Calendar view.

2. Click the drop down arrow on Add Calendar in the ribbon and choose From Room List.

3. Double click the room you would like to add to your calendar, then click OK. In this example we are just adding the Boardroom.

If you can’t see all the shared calendars you have added after clicking OK, you may need to restart your computer to refresh the link between Outlook and the Office 365 system.

4. To view or hide these calendars, check or uncheck their boxes in the Shared Calendars list at the left side of the Calendar view.

5. To preview room availability, you can use the Schedule View in your Calendar at any time, with the appropriate room(s) enabled in your Shared Calendars list.

Previewing room availability using the Schedule View while browsing your Calendar (or using the Scheduling Assistant while creating a meeting) saves the potential nuisance of rescheduling for all invitees if the room is not available.