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Setting Up Meetings with Room Availability in Outlook


This article is designed to guide users through the process of creating meetings in Outlook Calendar that incorporates room availability.

If you would like to have room calendars enabled for your department, please contact CASIT by our Request Intake Form or by phone at x6-2388.

Creating a meeting

Go into the Outlook Calendar and create a new meeting.

Outlook Calendar, meeting button highlighted

Add all of the people you would like to invite and invite the room number in which you wish to have the meeting in the To: field.

Room location highlighted in the To: field

Proceed to add details of the meeting in the appropriate fields. The Location field will auto-populate based on which room was invited.

Click Send to create the meeting invitation.

The meeting request will be sent to all invitees to accept or decline and also to the department or building administrator for approval of the use of the room.


If you are the department or building administrator or have been given proxy access to a calendar, you will receive notification via email to approve or decline the meeting request.

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