Outlook - Using "Room Finder"

Issue/Question

  • How do I schedule a meeting in a conference room using the Room Finder?
  • How do I use the room lists?

Environment

  • Oregon State
    • Employee, Student Employee
    • Windows, Mac
    • Outlook, Exchange

Resolution

  1. Open Outlook.
  2. Open the Calendar View. 
  3. Click on "New Meeting". 
  4. Locate the "Room Finder" sidebar. If the Room Finder sidebar does not appear, click on the "Meeting" tab, then click on the "Room Finder" button, located in in the "Options" section. 
  5. Click the dropdown menu under "Show a room list:" and select the building that you want to host a meeting in.
  6. The "Choose an available room:" list will populate based on the building selected. Choose an available room. 
  7. Below the list of rooms is a list of "Suggested times:" to further filter to rooms based on availability and your meeting duration. 
  8.  You can also view free/busy for a room by selecting the "Scheduling Assistant." 

Note: the Room Finder menu is listed in the New Meeting window, but not in the New Appointment window. When scheduling a meeting, select New Meeting in the calendar instead of New Appointment.

A list of building name abbreviations can be found here: https://oregonstate.box.com/v/IAM-Building-Names

For assistance, contact the IS Service Desk.