LSQ-6N: Adding Conference Room Calendars in Outlook via Office 365

Adding Conference Room Calendars in Outlook via Office 365

Our Home Office conference rooms' calendars can be scheduled using Office 365’s Outlook Web App (OWA), accessible at https://outlook.office.com/calendar from any browser (Microsoft Edge is preferred).

Each conference room has its own calendar, which you can add to your Outlook Calendar view by following the steps below. Screenshots are included to guide you through the process.

Before You Begin

These instructions are designed for the modern version of Outlook and the Outlook Web App (OWA). Both interfaces look and behave similarly.

If you're still using Classic Outlook, please close it before proceeding. Complete the steps using the web version first. Once finished, you can reopen Classic Outlook, which will sync and reflect the calendar changes automatically.

What We're Showing You

1. How to create a Calendar Group
   • Creating a calendar group helps organize multiple conference room calendars. Whether you plan to add just one room or several, grouping them allows you to collapse and expand the view easily, keeping your calendar tidy.
2. How to add the calendars of our Conference Rooms to your Calendar
   • You’ll be shown how to add individual room calendars to the group you created, which lets you:
     • View availability at a glance
     • Schedule meetings efficiently
     • Avoid clutter by toggling visibility

By following these steps, you’ll streamline your scheduling process and maintain a clean calendar interface. If you need help identifying which rooms are available or naming conventions used, feel free to contact IT support.

1. CLOSE OUTLOOK (if you're using Classic).
   • Give it ~1 minute before starting the next steps as Outlook may vanish but will take longer to close than that so please be patient to allow time for a graceful exit.
2. Click the 3 dots next to My calendars.
3. Click New calendar group.
   • Name this anything you want, we'd suggest LSQ6N Conf Rms, then press the Enter key.
4. Click Add calendar, (screenshot and more text, below).
   • 
5. Click Add from directory.
6. Under "Please select an account to search from" select your email address.
7. Type lsq6n. All conference rooms should appear. We'll add the first one for this demonstration. Repeat this if you want to add others, or more.
   • 
8. Under Add to, click the drop-down arrow on the right and select LSQ6N Conf Rms (or whatever you named yours).
   • 
9. Click Add.
   • This will allow you to jump back up to step 6 and repeat until you've added all your preferred conference rooms.
   • 
10. Click the X on the top-right to close when you're done.
    • 
11. You should now see all added conference room calendars on the left.
    • ⭕️ Watch across the top for red circled calendar names.
    • Watch along the left for red boxes, showing you that you can ✅ check or uncheck to display calendars as you need.
    • Click the down arrow next to LSQ6N Conf Rms to collapse the Calendar Group, hiding it from persistent view until you need to expand it again later.
    • 

With that, you are done adding the Conference Room Calendars, and you can relaunch Outlook Classic if you need after logging out of OWA, should you choose.