Reserving shared spaces using Outlook calendar
This article will provide guidance on how to reserve shared spaces, such as conference rooms or shared office space using the Outlook Calendar.
The process will be the same between the web version of Outlook and the new desktop version.
To get started, open Outlook and select the Calendar
Select New event
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Add a title and be aware that it will be publicly visible by other EWU personnel who view the calendar of the space that you're attempting to book. In our example, we'll be naming our event a generic "Faculty Meeting".
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Add attendees if required
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Select the date and time that you want to book the space for.
In our example, we'll be selecting February 2nd, 2026, from 1:30 pm to 4:30 pm.
Select Add a room or location and then Browse all rooms and the Room Finder pane will slide in from the right. Use the filters to narrow down your room selection.
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Select the Building field and enter the name of the building you're looking to book space in. In our example, we'll enter Catalyst.
The full building name will appear in the search results. Click on it.
- If you have capacity requirements for the room, enter the minimum capacity requirement.
- If you have a specific location you're wanting to search within, use the Floor field to select which floor you prefer.
Once you've set your filters appropriately, a list of available spaces in the selected building will appear. It is important to note that only available spaces within the filters that you set will show up as available options. If there is a space in the area that you are attempting to book that already has an event scheduled during the time that you're attempting to reserve the space for, the room will not appear in your options.
Select the room that you wish to book. In our example, we'll select CAT 164. You'll notice that the room has automatically been added to the Add a room or location section of your event.
Close the Room finder pane at the right side of your window and you'll now see a visible representation of the day, including the event that you've scheduled (shown in green) as well as the availability of the room (busy moments highlighted in red)
Click Send to finalize the booking of the space.
You will receive a confirmation e-mail that the space has been booked for your event.
