Meeting Room Update - FAQ

How do I book a meeting room using Room Finder?

Meeting rooms should be booked using Room Finder in Outlook. The link (and QR code) below provides a detailed step-by-step guidance for each supported Outlook application:

https://edin.ac/using-room-finder

QR code

Why can't I find my room?

Use Room Finder and select the building room list rather than searching by keywords. See link to guidance below.
 https://edin.ac/using-room-finder

Why does Outlook only show a few rooms?

Outlook suggestions are limited and may not display all matching rooms. Use Room Finder to browse available rooms.

Why is my room booking pending?

The room may require delegate approval before the booking can be confirmed. Wait for a delegate to approve your booking.

Can I book a room on behalf of someone else?

Yes, subject to your delegated permissions and the room's booking policies.

Why did my room decline automatically?

The room may already be booked, outside the booking policy, or restricted.

Why can't I see the meeting title on room signage?

The meeting may have been marked as Private, in which case room displays only show limited information.

Explain the new meeting room naming system.

To make meeting rooms easier to find and identify across the University, a new standard naming convention has been introduced for all meeting rooms. The format is:

[Building Name] [Room Name] – [Room Definition] [Capacity]

This approach provides key information about a room at a glance, helping users select the most appropriate space for their meeting.

How do I know what equipment a meeting room has?

Meeting room equipment information is available when selecting a room through Outlook Room Finder (Outlook on the Wed). Where this information has been provided, Room Finder may display details such as room capacity, room type, and available technology or equipment.