Room finder

in Outlook for desk
and Room booking

Room Finder offers a solution for companies aiming for an efficient, modern way of working. Easily find and book a workspace from any location. Your employees can collaborate, whether they are physically in the same room or working digitally.

Room finder

In outlook Desk and Room booking

2orange | Audio visual solutions | Applications | Room Finder in Outlook

Manage your rooms and work desk with Room Finder Outlook

Nowadays, the modern workplace is evolving rapidly, and hybrid work models are becoming increasingly popular. In this situation, finding the right space depends on availability and functionality. Imagine you have a meeting with international colleagues where a good video setup is essential, or a brainstorming session that requires a creative and inspiring environment. This is where the Room Finder (known in Dutch as “Ruimte Zoeken”) in Microsoft Outlook offers extra flexibility. You can quickly find an available room and reserve it in advance or on the spot. Moreover, you can speed up and personalize your search by filtering meeting rooms based on the required facilities, such as video conferencing equipment or a whiteboard.

If your company has hybrid workspaces and employees need to reserve their working desk, Room Finder in Outlook helps with finding and booking a desk.

What is Room Finder in Outlook?

Room Finder in Outlook is a feature that helps users efficiently find and reserve available meeting rooms and working desks. It is available in various versions of Outlook. This means you can find an available room or desk in Outlook for Windows, Mac, or even Outlook on the Web (OWA). This allows your team to use any device they prefer. Since Room Finder is built into Outlook, it enables your employees to find and reserve meeting rooms and workspaces within Microsoft’s email and calendar application.

Functionality

It allows users to view room availability based on specified dates and times.

Users can filter rooms based on features like capacity, equipment, and accessibility.

The tool integrates with Exchange server to display real-time room availability.

Smart office with Room booking and Desk booking solutions

A smart office equipped with room booking and desk booking solutions enhances efficiency and flexibility in the workplace. Using smart space booking with Outlook and the Room Finder feature adds even more value. These solutions promote a seamless, dynamic environment in which both remote and in-office workers can collaborate efficiently. In turn, companies benefit from optimized space management, lower overhead costs, and an improved employee experience, supporting the shift towards flexible and hybrid work models.

Book your meeting room

Room Finder in Outlook streamlines the process of reserving meeting rooms. When creating a new meeting, users have access to Room Finder to view available rooms based on specific criteria such as capacity, location, and amenities. The tool displays availability in real-time, allowing users to quickly select and reserve suitable rooms. This integration enhances productivity by simplifying the often complex task of coordinating meeting locations.

Desk booking

We are expanding the functionality of Room Finder in Outlook to also enable desk booking, depending on how your company configures its resources. It allows users to search for and reserve available desks directly through the Room Finder interface when creating a new meeting. This feature enables efficient management of flexible workspaces and hot-desking arrangements within an office.

Where is Room Finder in Outlook?

You can have hybrid meetings, one-on-one sessions, or other gatherings, each requiring a unique approach and suitable space. The business world is constantly changing and evolving, and technology plays an invaluable role in this. Microsoft has responded by making its products and services compatible with various hardware and software. Therefore, the Room Finder functionality is available in different Outlook environments.

The location of Room Finder varies across different Outlook platforms. While the layout may differ slightly, the difference is minimal. This ensures that your employees will have no trouble scheduling meetings from another device.

Outlook on Windows

Create a meeting:
Open your Outlook calendar and click on new meeting or new Teams meeting.

Locate Room Finder:
In the meeting invitation window look for the Room Finder button on the ribbon at the top.

Use Room Finder:
Click on the Room Finder button to open the panel where you can view and select available rooms based on your criteria.

Outlook on Mac

Create a meeting:
Open your Outlook calendar via the icon and click on new event.

Locate Room Finder:
Go to add location to see a dropdown menu and select browse for more rooms.

Room finder gebruiken:
After this Room Finder will open where you are able to view and select availabe rooms based on your criteria.

Outlook on Web

Create a meeting:
Open your Outlook calendar via the icon and click on new event.

Locate Room Finder:
Go to add location to see a dropdown menu and select browse for more rooms.

Room finder gebruiken:
After this Room Finder will open where you are able to view and select availabe rooms based on your criteria.

Despite the various ways in which Room Finder is used to reserve a meeting room or workspace, keep in mind that it is not available when creating an appointment or a new event without attendees. If you do not see Room Finder in Outlook, you should contact your organization’s administrator to enable it on the Exchange server.

However, if you leave all the work related to the installation and integration of smart office solutions for room and workspace reservations to our team, we will ensure that all key functionalities are working and up to date in advance. When partnering with us, you won’t experience missing features in your workflow.

Benefits

Time management is a key factor

Teams often waste time searching for an available room or have to adjust their schedules due to the limitations of available meeting spaces. Room Finder optimizes this by providing a real-time overview of what is available at the chosen time. This allows your team and employees to focus on what really matters: preparing for their meeting.

Possibilities for administrators

Thanks to the Room Finder functionality, administrators can maximize the effectiveness of Outlook for room booking and desk booking. It is easy to check and configure the settings. This provides your employees with access to accurate information about the spaces, including special features such as technical and spatial setups.

Efficient and modern workspaces

Your employees collaborate and use smart office solutions, whether they are physically in the same space or digitally connected. Room Finder in Outlook makes a difference by simplifying the logistics of meetings, thereby contributing to productivity and efficiency.

Schedule meetings within a series of recurring appointments

For teams that regularly meet at fixed times, it is important that a suitable room is consistently available. Room Finder automatically takes recurring patterns into account. So the chosen room is always available, providing continuity and convenience.

Custom Room and desk booking solutions in Outlook

The value of Room Finder in Outlook goes far beyond just reserving a meeting room or workspace. If you want to make your meeting scheduling in Outlook a seamless process that aligns with your workflow, contact us today for expert advice.

Outlook-mogelijkheden voor Smart Office

Outlook has a full integrations with different smart office solutions to make your workspace more productive.

Desk booking

Makes it easy for employees to reserve a workspace

Room booking

Easily manage your spaces with a room booking system

Digital reception

A welcoming digital greeting for your visitors at any time

Visitor management

Visitors can easily sign in upon arrival without using pen and paper

Free Expert Advice

Our dedicated specialists are here to assist you in making the right decisions. Whether you have questions about products, services, or specific situations, we are here to guide and advise you. Feel free to contact us for a consultation without any obligation. We look forward to assisting you.

Room finder

in Outlook for desk
and Room booking

Room finder

In outlook Desk and Room booking

Manage your rooms and work desk with Room Finder Outlook