Reserve a space via Outlook

1. Open a New meeting in Outlook. 

You can also choose ‘New appointment’. 

2. Add participants and a title 

Add a clear title in the Title field and add colleagues using the recipients field. 

3. Use the Room Finder  

• In your meeting invitation, to the right of the Location box, click on the Room Finder. If you chose “New appointment” in Step 1, you will find the Find Room option by clicking in the entry field for Location. Choose Browse with Room Finder.
• Choose the correct building: You may need to click on ‘Building’ and select ‘Forum Conference Rooms’ (which will be at the top of the list) and then type the name of your building. The system will then remember that you only want to see rooms in that building.

4. Select an available room

Choose a room from the list. Outlook will automatically add it to the invitation.

5. Confirm and send 

Check the details and click Send. The room will now be reserved and confirmed via Outlook. 

NB: The room will only be reserved when you have received a confirmation for your reservation. Please check your Outlook inbox for the confirmation email.

Working agreements 

To utilize rooms efficiently, and to prevent double-bookings, we employ some simple regulations: 

1. Do not schedule long, weekly recurrence patterns if you do not plan to use the room every week. 

   This keeps rooms available for colleagues and prevents unnecessary reservations.  

2. Cancel your reservation if you do not need the room.

   This prevents rooms from remaining unused while others may need them. 
   Please note: if you cancel/change rooms/meetings without deleting the appointment itself, you need to delete the room in two places: both in the Location box and in the Participants box. Otherwise, the appointment will remain for the initial room and the room will remain occupied.  

3. Choose rooms of the right size 

   Do not book a large meeting room if you are meeting with a small group. This helps everyone find a fitting room faster.