How do I book a staff meeting room using Outlook?

How do I book a staff meeting room using Outlook?

Aimed at:  Edinburgh Napier’s staff

This guidance explains how to book a staff meeting room using your Outlook calendar.  You may also find the Property and Facilities Room Booking Policy and Room Booking Procedure useful.

Please note: you cannot book one of the Group Study Rooms via this method as these are for students only.

You can book a staff meeting room when scheduling a meeting:

  • Open your Outlook calendar
  • Click New Appointment
  • Enter the Subject, date and start / end times, as well as any other information in the spaces provided:


  • Click Scheduling Assistant:


  • Go to the bottom of the screen, click Add Rooms and the Select Rooms screen will open:


  • You can then search for the relevant room, entering the campus first.  Please note the rooms are listed using the following naming convention:
    • <CAMPUS (in format): Craiglockhart, Merchiston, Sighthill> <ROOM NUMBER (in existing notation as per PlanOn, e.g. for Merchiston C31, for Craiglockhart 3/65, for Sighthill 6.B.14)> followed by additional information if required.

    • For example the Project Room at Craiglockhart is listed “Craiglockhart 3/65 Project Room”:


  • Once you have located the relevant room click Rooms -> and then OK.
  • You can add any other attendees if required and then click Send.  

You will receive an automated response from the meeting room either accepting your invitation or, if the room is not available, declining your invitation.                     


There are no attachments for this article.
Related Articles RSS Feed
Can I use the "Delivery Delay" option when using Outlook via the VDS?
Viewed 4221 times since Thu, Jan 31, 2019
How do I access my Outlook Archive from the Virtual Desktop Service (VDS)?
Viewed 15660 times since Tue, Mar 8, 2016
How do I update my email reply settings in Office 365?
Viewed 15590 times since Tue, Oct 31, 2017
How do I use Outlook Flags?
Viewed 15814 times since Fri, Mar 4, 2016
What is a generic email account?
Viewed 31539 times since Wed, Mar 9, 2016
What is a Focused Inbox?
Viewed 13409 times since Thu, Aug 24, 2017
Where can I find further help using Office 365 email?
Viewed 19812 times since Mon, Jun 13, 2016
What is my University email address?
Viewed 26175 times since Thu, Mar 10, 2016
Can any staff member have a generic email account?
Viewed 14697 times since Wed, Mar 9, 2016
How do I order the email encryption service?
Viewed 19326 times since Fri, Mar 11, 2016