MC1186361 – (Updated) Book a workspace when creating an event

Product:

Exchange, Outlook

Platform:

iOS, Online, US Instances, World tenant

Status:

Change type:

New feature, Updated message, User impact

Links:

Details:

Summary:
Users can now book workspaces directly from the location field when creating calendar events, starting early February 2026. The iOS long-press booking method will be retired. This feature requires workspace booking enabled by admins and users, with no admin action needed to prepare.

Details:
Updated January 14, 2026: 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 early February 2026 (previously mid-January) and is expected to complete by mid-February 2026 (previously mid-January).

Change Category:
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Scope:
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Release Phase:

Created:
2025-11-15

updated:
2026-01-15

Task Type

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Docu to Check

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MS How does it affect me

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MS Preperations

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MS Urgency

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Pictures

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summary for non-techies**

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Direct effects for Operations**

Workspace Booking Method Change
The retirement of the iOS long-press booking method may confuse users who are accustomed to this feature, leading to potential booking errors or frustration during the transition period.
   - roles: End Users, Helpdesk Staff
   - references: https://learn.microsoft.com/microsoft-365-apps/outlook/calendaring/configure-room-finder-rooms-workspaces

User Experience with New Booking Feature
If users are not adequately informed about the new booking method, they may struggle to utilize the new feature effectively, resulting in missed bookings or scheduling conflicts.
   - roles: End Users, IT Administrators
   - references: https://learn.microsoft.com/microsoft-365-apps/outlook/calendaring/configure-room-finder-rooms-workspaces

Configutation Options**

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explanation for non-techies**

Starting in early February 2026, users will be able to book workspaces directly from the location field when creating calendar events in Outlook. This change simplifies the process of reserving a workspace, making it more intuitive and user-friendly. Imagine it like booking a meeting room directly from your phone's calendar app without needing to switch to another app or use a separate tool. It's like ordering a coffee directly from your phone while you're still in bed, rather than having to go to the coffee shop.

For those using iOS devices, the previous method of booking workspaces by long-pressing the calendar compose button will no longer be available. This is akin to how some older phone models required you to press and hold a button to access certain features, but newer models have streamlined these actions into simpler, more direct interactions.

This feature will be automatically available to users in organizations where workspace booking is already enabled by IT administrators. Users will see a new option to search or browse available workspaces directly from the location field when setting up an event. This is like having a built-in directory of available rooms right at your fingertips, making it easier to find and book a space that suits your needs.

No additional action is required from administrators if workspace booking is already configured in your organization. However, if it isn't set up yet, it might be worth considering enabling this feature to take advantage of the improved booking experience. Think of it as upgrading from a manual to an automatic car—it's smoother and requires less effort to get where you need to go.

It's important to communicate these changes to helpdesk staff, especially since the iOS long-press method will be retired. Updating any internal documentation that references the old booking method will ensure everyone is on the same page and can make the transition smoothly.