Outlook Room Finder

This guide is for using the Room Finder feature in Outlook, not the Condeco room booking add in.

To start using this feature in classic Outlook, you can open a new meeting request (not appointment) in one of these ways...

1. From your email view, click on New Items then Meeting.

2. From your calendar view, Click on New Meeting in the bar across the top.

3. Right click on a time in your calendar for when you want your meeting to start and select New Meeting Request.

Add the attendees (including any externals that may be joining) as normal and ensure the date and time is correct for your request then click the Room Finder button in the location field.

Select the location and office then you will be given a list of rooms with availability after setting the capacity. To pick a room, click on it and it will add the room to your meeting location.

Be sure to invite staff and any externals that may be attending to the meeting request so that Reception know who to expect. When you send your request, it will go the Reception team for approval.

If you need to book a room with a Teams system in (Boardroom), please ensure the room is included in the list of required attendees so the system knows that a video call is to take place.

Please note that Reception teams will be unable to edit any bookings you have made as the organiser, they can only propose new times that must be accepted by you.