Frequently Asked Question

Conference and Huddle rooms may be booked directly from Outlook. Requests will either be automatically approved, or may be subject to approval by the operations team.

To add a room to a new or existing Outlook appointment:

• Open the meeting in Outlook, then click on Location (1)
  
• Double click on the room (2) that you'd like to add so that it is shown in the rooms box at the bottom of the window (3).  You can add more than one room in the same manner if required.
  
• Click OK.  The room is now added to the appointment.  When you click "Send" or "Save and Close" the invitation will be sent to the conference room's calendar.  If the booking meets requirements for automatic approval you will receive an email confirmation of your booking immediately, otherwise you will receive notice that your request is being reviewed.

Considerations:

• If your meeting is hybrid please ensure that your Zoom meeting details (join link) are included in either the location field or body of the meeting invite that's sent to the room. Including this information allows joining the meeting from the room with a single button. If the join link isn't present in the meeting invitation it will be necessary to enter the meeting ID and passcode manually.
• If you need to schedule a room for a Zoom meeting that you didn't organize you can either forward the original invitation to the room, or copy the meeting details to a new invitation