In this Help and Information tutorial you will learn how to book a room in the DLC using Outlook 2013/2016


Method 1


Step 1: Adding a Room's Calendar to View Availability

  1. Open your calendar by clicking on the calendar icon in the bottom left hand corner of your Outlook screen.
  2. At the top, click the ‘Open Calendar’ button and choose ‘From Room List.’
  3. All rooms are named using the following pattern: “MR-Building-RoomNameOrNumber.” If you wish to view the calendar for the main meeting room (the “fish bowl”), select ‘MR-DLC-MeetingRm.’ Double clicking on the name(s) will add the room’s calendar to your list.
  4. Check the box next to the calendar list on the left hand side of the screen to select a calendar and view its availability.


Step 2: Scheduling an Event on a Room's Calendar in Outlook 2016

Note: It is best to check the room is available at the time before making a request for a room

  1. To schedule a meeting in a particular room in Outlook, from your calendar, click on “New Appointment” on the ribbon toolbar.
  2. In the meeting window that pops up, the room finder view should be available on the right hand side. Under “Show a room list:,” select “DLC-Roomlist.”
  3. Under “Choose an available room:” select the room in which you wish to meet.
  4. Add additional attendees in the “To” field and the topic or title of the meeting in the “Subject” field.
  5. When finished filling in the meeting details, click “Send.”



Method 2

Scheduling an Event on a Room's Calendar in Office 365

  1. When signed into Office 365 in your web browser, go to Outlook.
  2. Select the Outlook calendar using the icon at the bottom left of the Outlook window.
  3. Create a new calendar event from the “New” dropdown menu. 
  4. Enter the details for the meeting in the next window.
  5. In the second information box, select “Add room” from the dropdown menu and select “DLC-Roomlist
  6. Select the room you wish to meet in from the list of available rooms.
  7. Complete the remaining meeting details and send the meeting invitation.