How to access and view a room schedule and bookings in Outlook?

In Office 365, each room and resource has its own separate calendar and mailbox associated with it. This calendar can be accessed in Outlook desktop app or Outlook Online, and overlaid on the top of your own calendar. If you have admin access to a particular room, you can add, edit and remove room reservations directly on room's calendar.

Outlook Desktop App

This section applies to Outlook desktop app; scroll down to access section on Outlook Online (web app). 

Once you have been given admin access to a room or resource, its calendar will be automatically added to Outlook's My Calendars list in the navigation pane on the left. Note that if you have been given access to shared mailboxes, their calendar's will also be included in this section.

If you want to access and view the schedule for a particular room or resource for which you do not have admin access, you can add the respective room's calendar to Outlook's Calendar section by following the steps below.

  1. Open your Calendar section in Outlook
  2. Click on the Add Calendar button on the ribbon, then select From Room List on a drop-down menu.

  3. Select the desired room from the list (i.e. click on it once), and click Rooms, then OK

  4. All room calendars will show in a separate section on the left side. You can check/uncheck the box next to room's name to include/exclude the particular room's calendar from your calendar view.



NOTE: in order for you to see all details of the room bookings, you must have full admin access to that room. By default, you will only see the availability information for all rooms.

Outlook Online (web app)

To add new room calendar in Outlook web app:

  1. Click on Add Calendar link in the navigator on the left.
  2. Click on Add from directory
  3. Type in the name of your room calendar and select it from the list of search results
  4. Select Rooms from the Add to drop-down list
  5. Click on Add

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Article ID: 9456
Tue 11/3/15 10:07 AM
Fri 2/4/22 9:03 AM

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