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Target audience: Medewerkers and Staff

Outlook: Room Finder (Windows)

Due to the introduction of the hybrid method, 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

    Go to the Outlook calendar and choose ‘New Meeting’ or ‘New Teams Meeting’.

    Please note: the Room Finder is not available when you choose ‘New event’ or ‘Appointment’.

  • Step 2

    In the new screen you can enter the desired date and time of the meeting. Then choose ‘Find space’.

  • Step 3

    A new side menu will open. In this menu you can enter the desired location under ‘Building’. Under ‘Capacity’ you can indicate the minimum number of people for which there must be space. Under ‘Functions’ you can select which resources should be present in the meeting room.

    Please note: at the moment you can only filter on the resource ‘video’. The other resources will be added as soon as possible.

  • Step 4

    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.

  • Step 5

    The meeting may need to be moved at a later date. If the same meeting room is not available at a later time, you will receive an automatic email with the message that this room is not available. You can easily change the location by opening the meeting, hovering your mouse over the location, and selecting a newly suggested meeting location.

  • 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: 26/11/2021

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