meeting room booking system with office 365 and Robin

Guides

How to Add Meeting Room Calendars in Office 365

Still using shared calendars to schedule your company conference rooms? Office 365 has a better type of calendar specifically made for rooms. This guide will show you how to set up the equivalent to Google’s resource calendars in Microsoft Office 365 room calendar

meeting room booking system office 365 and robin

Quick note from the official resource calendar docs:

“You can add meeting rooms to your organization’s address book that represent physical locations in your office space. These rooms can be reserved by people when they schedule meetings.”

FYI: You’ll need to be an administrator on your Office 365 account in order to complete this process.

Step 1: Sign in and head to the Office 365 room calendar admin center

From the admin center, click “Resources” and then “Rooms & equipment on the dropdown menu, or just click this link once you’re signed in.

If someone in your organization has already set up a meeting room calendar, you’ll see a list of room names and associated email addresses. Meeting room calendars in Office 365 are more like users than shared calendars, and each will have its own email address for invitations.

office 365 meeting rooms and equipment for booking meetings

Step 2: Set up a new Office 365 room calendar

To add a new schedule, click the “+Add” button on the top left. You’ll see this screen:

Add a new meeting room to Office 365

Here you can include the name of the meeting room you’re adding, your email (or whoever will be associated with the space), capacity (max number of meeting occupants, location and phone number (if applicable).

Once you’re finished, click “Add” to save your changes and then go to your O365 web calendar by clicking the menu icon in the top left corner. Halfway down the menu, you’ll see a link to “All apps.” Click that and choose “Calendar.”

Now when you go to create a new event you can pick a location from the meeting room dropdown, and book the event directly onto your personal calendar, too.

Choose meeting location when scheduling meetings in Office 365

This will make it easier to keep coworkers calendars separated from room calendars. If you’re also setting up Robin for your organization, you can now pair this calendar to a space via the email address.


Bonus Office 365 calendar tips

    1. If you’d like to share an Office 365 room calendar (or other Office 365 calendars) with people outside your organization, head to this handy guide for a walkthrough.
  1. Looking to limit the meeting length in your room calendar in Office 365? Follow these steps to keep those really long meetings way more manageable.

Interested in learning more about meeting room booking with Office 365? We have a full page of Office 365 resources you can find here.

If you’re in the midst of setting up your Robin account, discover our most up-to-date step-by-step instructions in our Robin Help Center.