Configuring Outlook Room Booking Settings

This article will explain how to configure settings for an Outlook Room’s calendar. This is only available to people who have been given permissions from IT to access the settings in this way. If you cannot access the calendar’s settings and need to, please contact the IT Service Desk with the room’s details and your request will be submitted for review.

How to access the Room’s settings

Log into in your web browser with your own University account and then open Outlook from the left-hand panel.

This will open Outlook in a new tab. Click on your profile name in the top right corner and then select ‘open another mailbox’. Enter the name of the room or the room’s email address, select it from the auto-filled options and then click Open. This will open the room’s mailbox in a new tab.

Within the room’s mailbox, click on the settings cog in the top right corner. This will open the settings window, click on the ‘calendar’ tab and then ‘resource scheduling’. This is the main window you will use to affect the room’s settings.

Scheduling Options

Starting with the first section, I’ll go over some of the various settings you can change in more detail.

Scheduling options provides you with some general options that affect how the calendar for the room can be scheduled. These should be left as the default option in most cases.

The maximum number of days in advance the room can be booked by default is 180, this can be increased to the limit of 1080. 

Other options include ‘allow repeating meetings’, if you would like people to only be able to book one instance of a meeting, untick this option. You can also allow conflicts (meetings booked during the same period of time) up to an individual number or percentage.

Scheduling permissions

The second section is more commonly used and deals with who can book the room. By default, everyone at the University can book a room until it’s restricted to a certain group of people.

Under ‘these people can schedule automatically if the resource is available’ select ‘specific people and groups’. This will open an ‘add contact’ box where you can enter individual people, Active Directory groups or distribution groups. Active directory groups are often automatically generated and include an automatically updating list of staff within a department. If you’re unsure of what group to include for your department, please contact the IT Service Desk who will submit a request on your behalf to find out what the best group would be for your needs.

Once an individual or group has been entered into this field anyone who is not part of this group will get an automatic decline if they attempt to book the room. You can open it to everyone again by ticking ‘everyone’ instead of ‘specific people and groups’.

The other two options ‘these users can submit a request for owner approval if the resource is available’ and ‘these people or groups can schedule automatically if the resource is available and can submit a request for owner approval if the resource is unavailable’ are less commonly used. If utilized these options will send an email to the owner of the room’s mailbox who will then be able to approve or deny the booking request.

Response message

The final section is ‘response message’. If this is enabled, then once the room is booked it will send a response with the message entered within this section. It will do this for both accepted and declined bookings. This can be useful to enter information relevant to the room booking for any recipients such as equipment requirements or an explanation for why they may have been declined (This room is only available to School of Healthcare staff, for example).