Logo Utrecht University

Target audience: Medewerkers and Staff

Outlook: Room Finder (Mac)

Due to the introduction of hybrid working, it has become increasingly important to reserve a room at a location of Utrecht University. A handy tool is available in Outlook to see at a glance which rooms meet your needs and which are available on the day and time of your meeting. The so-called ‘Room Finder’ is available after you have created a new ‘Teams meeting’ or normal meeting in Outlook.

  • Step 1

    In order to use the Room Finder functionality it is necessary to switch to Outlook’s new look. If you’ve already activated this setting you can continue with step 3. You can activate the new look by sliding the button in the top right corner of Outlook to the left.

  • Step 2

    After you changed this setting it is necessary te restart Outlook so the new settings will be activated. Click the button “Open New Outlook”.

  • Step 3

    Click on the icon for your calendar in the bottom left of Outlook.

  • Step 4

    Then choose “New Event” in the top left.

  • Step 5

    This will open a new window for creating a new calendar item. To open the Room Finder, click in de field “Add a location”. A drop down menu will appear, click here on “Browse more rooms”.

  • Step 6

    At the right side of the window you will see the Room Finder, here you can choose a meeting room based on (one of) these criteria: building (1), number of people (2), the floor (3) or other things like available AV equipment (4).

    You will then see a selection of meeting rooms that meet your criteria (5).

  • Step 7

    Click on the desired meeting room and Outlook will fill in the ‘Location’ field. After you have sent the meeting request, you will receive an email from the meeting room informing you that the meeting has been accepted.

  • Room Finder is available on all personal Solis workstations (Windows and Mac) as well as the web version of Outlook (OWA). On private devices, Room Finder is available if the Outlook Client is up-to-date (Version 2101 and above, build 13628.20274). See also: Use the Scheduling Assistant and Room Finder for meetings in Outlook (microsoft.com)



Last modified: 30/11/2021

Was this manual helpful? Please help us improve our manuals by providing feedback!