Google Calendar: Reserve Rooms

Before you start...

In Google Calendar, you have two ways to let event guests know the location of an event. One way is to simply type the location of the event in the "Where" field on the edit event page. The second way is to reserve the room of the event. Reserving a room not only lets event guests know where the event is being held (like the "Where" field) but also reserves that room for your event so that another user cannot schedule the room at the same time.

It is best to reserve a room instead of simply adding the location to the “Where” field. Note that when you reserve a room, the name of the room will appear in the “Where” field.

Note:

In Google Calendar, you are only able to reserve rooms that your office controls.

Note:

Only faculty and staff are currently able to reserve rooms through Google Calendar. None of the rooms in Google Calendar's reserve room feature are available to students.

To reserve a room for a new event

  1. Navigate to “Cedarville.edu/Google” and click the “Calendar” link.
  2. Log in to your Google Calendar. If you are already logged in to Google Apps, open your Google Calendar by clicking the [Calendar] tab at the top of the screen.
  3. From the left sidebar, click [Create].
  4. Enter the desired information for the event.
  5. From the “Add” section on the right side of the screen, click “Rooms, etc.” A list of available rooms appears.
  6. If you want to see all rooms, including unavailable ones, uncheck “Show only available.” Please note that unavailable rooms include both rooms your department controls that are already reserved and rooms in other departments that you are always unable to reserve.
  7. Next to the desired room, click “Add.” The name of the room will appear in the “Where” field. Any text you had previously entered in that field will disappear.
  8. Click “Save” to save your event and reserve the desired room

To reserve a room for an existing event

  1. Navigate to “Cedarville.edu/Google” and click the “Calendar” link.
  2. Log in to your Google Calendar. If you are already logged in to Google Apps, open your Google Calendar by clicking the [Calendar] tab at the top of the screen.
  3. Locate the event you wish to reserve a room for.
  4. Double-click the event.
  5. From the “Add” section on the right side of the screen, click “Rooms, etc.” A list of available rooms appears.
  6. If you want to see all rooms, including unavailable ones, uncheck “Show only available.” Please note that unavailable rooms include both rooms your department controls that are already reserved and rooms in other departments that you are always unable to reserve.
  7. Next to the desired room, click “Add.” The name of the room will appear in the “Where” field. Any text you had previously entered in that field will disappear.
  8. Click “Save” to save your event and reserve the desired room.

To remove a room from an event

  1. Navigate to “Cedarville.edu/Google” and click the “Calendar” link.
  2. Log in to your Google Calendar. If you are already logged in to Google Apps, open your Google Calendar by clicking the [Calendar] tab at the top of the screen.
  3. Locate the event you wish to remove the room from.
  4. Double-click the event. From the “Add” section under the guest/room selection box, the reserved room will show under the heading “Rooms, etc.”
  5. Next to the name of the room, click the “x.” The room is removed.

Note:

If you made a mistake in removing the room, you can click “Restore” to reserve the room for the event again. However, after you save your changes after removing a room and return to the main calendar, you will not simply be able to open the event and restore the room. You will have to follow the steps above for “To reserve a room for an existing event.”

If you would like to reserve a different room after removing a room from an event, please see “To reserve a room for an existing event.”

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