BOOK A
CONFERENCE ROOM
Reserve an Atrium the right way — by adding it as the Location. Outlook checks the Atrium's calendar, books it automatically, and stops you double-booking with another team.
Before You Begin
What This Does
PTCC Atriums at a Glance
All Atriums exist as bookable resources in Outlook. Pick based on what your meeting actually needs.
| Atrium | Has A/V (camera, mic, ClickShare) | Best for |
|---|---|---|
| Atrium 6 | ✓ Fully equipped MTR | Any meeting with remote attendees, hybrid calls, video presentations, big-group Teams meetings |
| Atrium 1, 2, 3, 4, 5, 7, 8, 9, 10 | ✗ Meeting space only | In-person-only meetings, 1-on-1s, small team discussions, focused work sessions |
Steps
4 StepsCreate the Meeting
Open Outlook and click Calendar in the left rail. Click + New Event at the top.
Fill in a title, set the date and time, and add required people in the attendees field. Don't worry about the Atrium yet — that's the next step.
Click Location & Pick Atrium from Dropdown
Click into the Location field — it's right under the title.
Start typing the Atrium name (e.g. "Atrium 6"). Outlook auto-completes from PTCC's Atrium list. Pick the Atrium from the dropdown — don't just leave the typed text.
Struggling to Find Availability? Use Scheduling Assistant
Click Scheduling Assistant at the top of the event and add multiple Atriums as locations. You'll see every attendee and every Atrium laid out side-by-side as availability bars — making it easy to spot a slot where everyone and an Atrium are free at the same time.
Send — Watch the Atrium Auto-Accept
Click Send. Within a few seconds the Atrium "responds" with an Accepted (or, if there's a conflict, Declined). The accept email shows up in your inbox.
If the Atrium declined: it's already booked. Pick another Atrium or another time.
No more walking up to an Atrium only to find someone else in it. The Atrium's calendar is now blocked for your meeting time, and the Location is in the invite so attendees know where to go.
Troubleshooting & Support
The Atrium declined. Already booked. Re-open the event, change the time, and Send again. Or use Room Finder to pick a different Atrium that's free.
I can't find the Atrium I want in the list. The Atrium may not be set up as a bookable resource in Microsoft 365. Open a ticket — PTCC Tech can add it.
I booked the wrong Atrium. Open the event, change the Location, and Send Update. The old Atrium's booking gets released.
I cancel a meeting — does the Atrium get released? Yes, automatically. Cancel through Outlook (don't just delete the event), so the cancellation goes to the Atrium.