How to use the Scheduling Assistant to view Room Availability
If you want to see the availability of a meeting room, you can use the Scheduling Assistant in Outlook to view when each room is open.
1. Open the Outlook app.
2. Navigate to the Calendar icon at the bottom left side of the screen.
3. Click New Meeting in the top ribbon on the window.
4. Then find the tab for the Scheduling Assistant above the ribbon.
5. Select Add Rooms.
6. A new window will pop up with a list of all the rooms that you could book. To select a room, highlight the room you want, then click the Rooms button in the bottom left-hand corner. If you wish to check multiple room availabilities, simply highlight another room and press the Rooms button again to add it to your list. After you have all the rooms you wish to view, select the OK button.
7. This will take you to a calendar that displays all the meetings that each room has and you can determine their availability based on that. You can change the day and time that you are looking for in particular as well by changing the Start time and End time options above the calendar.
8. If you were just curious about the room availability, you are done! But if you want to then schedule a meeting in that room you found time available, you can start to add other people, and then work to find a time where everyone can meet. Once you have all the options selected, you can press Send.
9. After the meeting is sent, if you chose a time when the room was available, you will receive the following email confirming that the room has accepted the request, meaning you booked the room.
