How to Add a Boardroom as a Calendar Using Microsoft Outlook

Introduction

This guide provides step-by-step instructions on how to add a shared room calendar (e.g., boardroom or meeting room) to your Microsoft Outlook view. Adding room calendars allows you to quickly check availability without opening a meeting invite.

Step 1: Open the Calendar View

Launch Microsoft Outlook and click on the 'Calendar' icon at the top left of the navigation pane.

Step 2: Open Calendar Options

Click 'Add Calendar' in calendar pane on the left and choose ‘Add from Directory’.

Step 3: Search for the Room

In the ‘Select an account’, select your email address. 

In the search field, enter ‘showroom’ or ‘boardroom’.

From the ‘Add to’ dropdown, select the calendar grouping to add the new calendar to.

Step 4: Add the Room Calendar

Click Add to add the room calendar to your calendar list.

Step 5: Toggle the Calendar Display

To show or hide the newly added calendar, check the box on the left of the calendar name.

Step 6: Select the Calendar View

To choose between side by side or overlay view, open the calendar view and click the icon at the top in the ribbon called ‘Split View’.

Confirmation

The room calendar will now appear in your Calendar list. You can check its availability at any time by toggling it on/off.

Best Practices

• Only add rooms that you regularly use to avoid clutter.
• Use calendar colours to distinguish between personal and room calendars.
• Remove unused shared calendars periodically to maintain a clean view.