Questions
- What is a room resource calendar in Outlook?
- How do I book a conference room using Outlook?
- Why did a room automatically accept my meeting invitation?
- How does the Bowdoin room booking system work?
- Can I see what room technology is available when booking?
- What happens if I invite a room that is already booked?
Environment
This article applies to all current Bowdoin faculty and staff who book conference rooms or event spaces through Microsoft Outlook.
- Applies to: Outlook for Windows, Outlook for Mac, and Outlook Online (browser)
- Not all spaces: Larger event spaces and classrooms may require a room reservation request through Campus Groups. This article covers Outlook-managed room resources only.
Resolution
What is a room resource calendar?
Room resource calendars are special Outlook calendars assigned to a physical room — such as a conference room or small classroom — rather than to a person. You book the room by adding it as an attendee in a meeting invitation. The room calendar will automatically accept or decline the invitation based on availability.
Default settings
- Auto-accept: Rooms automatically accept meeting invitations when they are available and decline when already booked.
- Information displayed: Bowdoin has configured room calendars to show the meeting title and the name of the person who booked the room (not just free/busy time, which is Microsoft's default).
- Global Address List: All room resources appear in the Bowdoin address book, so any user can invite a room to a meeting.
- Room information: Each room calendar includes building name, room number, seating capacity, and available technology.
How to book a room
When creating a meeting in Outlook, add the room name as an attendee in the To field or use the Location field to search for available rooms. In Outlook Online, the location field provides a searchable list of Bowdoin room resources.
Customizable settings
Some room settings can be adjusted by IT upon request from the designated room owner:
- Auto-accept: A room can be set to require a delegate's manual approval instead of auto-accepting. If set this way, a minimum of one delegate (maximum two) must be assigned to approve or decline requests.
- Information displayed: The level of detail shown on the room calendar (currently: meeting title + organizer name) can be reverted to free/busy only, but cannot be expanded beyond what is currently shown.
Requesting changes: If you or your department is responsible for a specific room calendar, the designated room owner can request changes through the
Service Catalog.
Additional Help
If you need further assistance, you have several options:
- Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
- Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
- In person: Visit the Tech Hub in Smith Union during business hours.
- Submit a ticket: Request assistance through the Service Catalog.