This article gives guidance on Hybrid Meeting rooms and how to book them using Microsoft Outlook or Teams.

Introduction

Hybrid Meeting rooms are an enhanced meeting space that will enable you to conduct hybrid meetings. A hybrid meeting is one where you have both remote and in-person attendees.

If you are a meeting organiser, add your meeting location as normal to an online Teams meeting.

Some Hybrid Meeting rooms rooms are set up with Teams Devices where you will have access to a console which enables you to:

• quickly join a hybrid meeting
• use the audio and video equipment in the room with one touch.

Further information about which rooms these are installed in can be found in the Microsoft 365 Support Centre page "Teams Rooms Device Guidance".

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How to book a Hybrid Meeting room

Booking a Hybrid Meeting room is like booking a standard meeting room, except for remembering to make it a Teams meeting.

Please follow the step-by-step instructions below to book your room.

 

Video tutorial

Here is a short demonstration video to show you how you can book a Hybrid Meeting Room: "How to book a hybrid meeting room using Outlook or Teams"

 

Booking your room using the full Outlook desktop application

The process is very similar to the web version, though you must download Outlook on your computer before starting the procedure. Find further guidance about downloading and installing Microsoft 365 apps in the article "How to download and install Office 365".

1. Open Outlook

Windows users can open it by selecting the Outlook icon present:

1. in your desktop or taskbar icon
   
2. in the Start menu
   

Apple macOS user can open it by selecting the Outlook icon present:

1. in your dock
2. in the Applications folder
    

2. Select the calendar icon

3. Create a new meeting invite in the Outlook client by selecting the icon ‘New Meeting’

4. It will appear a new window containing the link for a Microsoft Teams meeting. 

5. Start creating a new meeting for the time you would like to book a space

6. Select the button ‘Room Finder’

7. The field ‘Type’ should appear automatically set as ‘Conference room’ – if it appears as ‘Workspace’, please change it to ‘Conference room’.

8. In the building option, type the number of building you would like to see. This will allow you to see the whole list of meeting rooms and hotdesks available in the building.

9. Select the 'Meeting Rooms' label (or one of the labels, if there is more than one room in that building) available:

10. Outlook will show the list of meeting rooms present in the building and their availability

11. Now select the room you want to book. The room will appear within the location field and in the ‘Required’ field

If you have previously chosen not to host your meeting online, the location will appear without ‘Microsoft Teams Meeting’ in the location field:

Now you can complete the rest of the booking as normal and send your request. After a while you will receive a mail confirming your booking for the room requested.  

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Booking your room using Teams

1. Open Teams and select ‘Calendar’

 
2. Select ‘New meeting’

3. It will appear a new window

 
4. Start creating a new meeting for the time you would like to book a space

5. Select the location field. Outlook will show a drop-down menu with a list of options

6. Select the arrow near the one that fits better for you: it will appear the full list of rooms in that building and their availability

7. Select the room you need – it will appear within the location field

Now you can complete the rest of the booking as normal and send your request. After a while you will receive a mail confirming your booking for the room requested.  

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Booking your room using Outlook through an Internet browser

1. Go to the website https://outlook.office.com/mail/inbox

2. Select the Calendar icon

 
3. Select New event. It will appear a new box:

4. Start creating a new meeting for the time you would like to book a space

5. Select the location field and then select ‘Browse with Room Finder’

 
6.  The field ‘Type’ should appear automatically set as ‘Conference room’ – if it appears as ‘Workspace’, please change it to ‘Conference room’.

7. In the building option, type the number of building you would like to see. This will allow you to see the whole list of meeting rooms and hotdesks available in the building.

8. Select the “Meeting Rooms” label (or one of the labels, if there is more than one room in that building) available:

9. Outlook will show the list of meeting rooms present in the building and their availability:

10. Now select the room you want to book. That room will appear within the location field:

 

11. Please note: if you need someone to connect to your meeting through Teams, enable the option ‘Teams meeting’ 

Now you can complete the rest of the booking as normal and send your request. After a while you will receive a mail confirming your booking for the room requested.  

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Cancelling your booking

If you change your mind, you can cancel your booking using Outlook or Teams:

1. Open your booking on Outlook or Teams
2. Select ‘Cancel meeting’
3.  Confirm your choice by selecting "Send cancellation" (if you are using Outlook) or "Cancel meeting" (if you are using Teams)

As a result:

• Your booking will disappear from your calendar
• The room booked before will appear as available for everyone  

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How to view your bookings on your calendar and on the Desk (Resource) calendar

As soon as you book a meeting room or a hotdesk, the event will appear in your calendar on:

• Outlook
• Teams
• Your desk (resource) calendar, if you previously set it up to be synchronized with your university account  

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Guidance on using Hybrid Meeting Rooms and Teams Device Hybrid Meeting Room

Hybrid Meeting Rooms guidance

Find full guidance on hybrid meetings and the hybrid meetings etiquette in the SharePoint page "Hybrid meetings".

 

Teams Device Hybrid Meeting Room Guidance

Some rooms have been centrally funded as part of the Future Ways of Working Programme and have a Teams Device Console.  Find more information about where these rooms are and guidance on how to use them in the SharePoint page "Teams Rooms Device Guidance".

These rooms also have guidance on the wall.

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Best practices and tips

If you need to set up a room before or after a meeting, please book the room in advance by adding:

• the room, using Room finder
• yourself, as required attendee 

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Related content

How to book standard meeting rooms or shared desks using Room Finder

How to book a Common Learning Space (CLS) room

Hybrid Meeting rooms

Teams Rooms Device Guidance

How to download and install Office 365