Book a conference room

Questions

• How do I book a conference room in Outlook?
• How do I reserve a room for my meeting?
• How do I add a room to a meeting invitation in Outlook?
• Where can I see which conference rooms are available?
• How do I find an open room for a specific time in Outlook?
• How do I book a room in Outlook Online?
• Why did the room decline my meeting invitation?
• Can I see what technology a room has before booking it?

Environment

This article applies to all current Bowdoin faculty and staff who want to reserve a conference room or small meeting space through Microsoft Outlook.

• Covered: Outlook Online (browser), Outlook for Windows, and Outlook for Mac
• Rooms available: Conference rooms and some smaller meeting spaces managed as Outlook room resources — these appear in the Bowdoin Global Address List and auto-accept or decline based on availability
• Not covered: Larger event spaces, classrooms, or venues that require a room reservation request through Campus Groups — contact the Service Desk if you are unsure which system a space uses

Resolution

Bowdoin conference rooms are booked by inviting the room as an attendee in a meeting invitation. The room calendar will automatically accept your request if it is available, or decline if it is already booked.

Outlook Online (browser)

1. Sign in to Outlook Online at outlook.office.com and click the Calendar icon in the left navigation bar.
2. Click + New event.
3. Click in the Add a location field. A list of Bowdoin room resources will appear. Begin typing a building name or room number to narrow the results.
4. Select the room you want. The room is added as both the location and an attendee.
5. Set your meeting date, start time, and end time.
6. Add any other attendees in the Invite attendees field.
7. Click Send. The room calendar will respond automatically — you will receive an acceptance or decline notice in your inbox within a few moments.

Outlook for Windows

1. Open Outlook and click the Calendar icon in the bottom-left navigation bar.
2. Click New Meeting in the Home tab.
3. Click Location in the meeting form. A dialog box will open showing available rooms.
4. Type a building name or room number in the search field to find the room, or browse the list.
5. Double-click the room to add it, then click OK. The room appears in both the Location field and the To attendee line.
6. Set the date, start time, and end time, and add any attendees.
7. Click Send. You will receive an automatic acceptance or decline from the room calendar.

Outlook for Mac

1. Open Outlook and click the Calendar icon in the left navigation bar.
2. Click New Meeting.
3. In the To field, type the name of the room you want to book. Rooms will appear as suggestions from the address book — they are listed by building name and room number.
4. Select the room from the suggestions. It will be added as an attendee.
5. Optionally, copy the room name into the Location field as well, for clarity.
6. Set the date, time, and any other attendees, then click Send.

After sending — what to expect

Most Bowdoin conference rooms are set to auto-accept or auto-decline based on availability. Within a few minutes of sending, you will receive a reply in your inbox:

• Accepted: The room is confirmed. The booking appears on the room's calendar and on yours.
• Declined: The room is already booked for that time. Try a different time or a different room.

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.

Additional Resources

• Microsoft: Use the Scheduling Assistant and Room Finder for meetings in Outlook