Book a workspace when creating an event

Updated December 4, 2025: We have updated the timeline. Thank you for your patience. 

Introduction

To streamline workspace scheduling, users can now book a workspace directly from the location field when creating a calendar event. This enhancement simplifies the booking experience and aligns with user feedback requesting more intuitive workspace reservation options.

Screenshot: Open the location field to book a workspace through search or by selecting Browse workspaces

When this will happen:

• General Availability (Worldwide, GCC, GCC High, DoD): Rollout will begin in mid-December 2025 (previously early December) and is expected to complete by mid-January 2026 (previously early December 2025).

How this affects your organization:

• Who is affected: All users in tenants where workspace booking is enabled by IT admins and users have turned on workspace booking in their settings.
• What will happen:
• Users will see a new option to search or Browse Workspaces directly from the location field when creating an event.
• On iOS, the existing long-press calendar compose button method for booking workspaces will be retired.
• This feature is ON by default but only applies if workspace booking is enabled by both the admin and the user.
• Admins must have already configured workspace bookings for this feature to be available in their organization.

What you can do to prepare:

• No admin action is required.
• If workspace booking is not yet enabled in your organization, consider reviewing the feature and enabling it to take advantage of this streamlined experience.
• Communicate the upcoming change to helpdesk staff, especially regarding the retirement of the iOS long-press method.
• Update internal documentation if it references the previous booking method.

Learn more: Configure rooms and workspaces for Room Finder in Outlook

Compliance considerations:

No compliance considerations identified, review as appropriate for your organization.