How to reserve a Conference Room

The process is similar in Teams and in Outlook

Reserving a Conference Room Using Outlook

1. Open Outlook and go to your Calendar. 
    
   
2. Select the day and time you want to hold your meeting.
3. Create a new meeting by clicking on "New Meeting" or double-clicking on the selected time slot. 
    
   
4. Enter a Title. 
    
5. Select Invite Attendees button and type their names or email addresses in the "Required" field.  
    
    
6. Select Location and then the conference room:
   • Include the conference room in the “Required” field. An example list of available options is in the screenshot below. 
     

Available Conference Rooms:

• • Capitol Dental Boardroom (Salem Admin)
  • Mount Hood Conference Room (Vancouver)
  • Gentle Dental Conference (El Segundo)
  • Hotel 1 (workstation (Vancouver)
  • Hotel 2 / 3 (laptop station) (Vancouver)

*Pro-tip*  
Use the Scheduling Assistant to verify that the room is available and avoid double-booking a room.

If you schedule a meeting in the room when the room is already booked, you will get a “meeting declined” message when the meeting invitation is sent. However, it will still allow you to book your meeting. You will need to move your meeting to a new time when the room is available. Checking the scheduler first will help you avoid meeting conflicts and having to change meeting times.

1. Set the meeting details such as subject, location, and any additional notes.
2. Send the meeting invitation.

Reserving a Conference Room Using Teams

1. Open Microsoft Teams and go to the Calendar tab.
2. Select the day and time you want to hold your meeting.
3. Create a new meeting by clicking on "New Meeting" or double-clicking on the selected time slot.
4. Add attendees by typing their names or email addresses in the "Invite attendees" field.
5. Select the conference room:
   • Include the conference room in the “Invite attendees” field. An example list of available options is in the screenshot below. 
     

*Pro-tip*  
Use the Scheduling Assistant to verify that the room is available and avoid double-booking a room.

If you schedule a meeting in the room when the room is already booked, you will get a “meeting declined” message when the meeting invitation is sent. However, it will still allow you to book your meeting. You will need to move your meeting to a new time when the room is available. Checking the scheduler first will help you avoid meeting conflicts and having to change meeting times.

1. Set the meeting details such as subject, location, and any additional notes.
2. Send the meeting invitation.