Room Scheduling Accounts

Managing a Room

Room Scheduling Accounts are used to create calendar locations for conference rooms or departmental resources in Outlook. New Room Scheduling Accounts can be requested through the Organizational Account request service here. During creation, the room owner can request which groups or users are given access to accept or decline bookings, or if this is done automatically. This can always be changed later to be limited to specific users or Security Groups. Access to this Security Group can managed at groups.ou.edu.

Each Room Scheduling Account has its own associated calendar, like a normal Outlook account holder has. When added as a Required Attendee, the room will accept the invite and add the event to the room’s calendar, possibly pending booking delegate approval.

To open your Room resource, please use the Organization Account Shared Mailbox directions.

Adding a Room to an Invite

To add a room to your calendar invite:

In Outlook 365

  • Click Calendar.
  • Select New Meeting.
  • Click the Scheduling Assistant tab.
  • Click the Add Room button.
  • Search for your Room, select it and then hit OK. It will be added as a Required attendee and as the Location.
  • Set an available start and end time at the date you desire and then hit Send.
  • If this room it set to automatic approval, it will be accepted. If not, if you are a member of the delegate group. the request will be automatically approved. If you are not in the delegate group, a group member will approve or deny your request.

In the Outlook Web App

  • Click Calendar.
  • Click the "New event" button.
  • Click into "Search for a room or location"
  • Type in the full name for the room in question to narrow you search results.
    • If OWA has problems locating your Room, try to add it as a Required Attendee instead, typically it can be located through that method.
  • Set an available start and end time at the date you desire and then hit Send.
  • If this room it set to automatic approval, it will be accepted. If not, if you are a member of the delegate group. the request will be automatically approved. If you are not in the delegate group, a group member will approve or deny your request.

 

Accepting an invite

A designated delegate will receive invite prompts when a non-delegate attempts to book the room. An email for the request should appear in your OU mailbox alerting you that a resource request was made that needs your approval. To accept, decline or propose a new time for the request, click the respective button at the top of the mail in question.

 

Change resource scheduling settings

An Admin or user with full delegate access to the Room can make changes to the resource scheduling settings.

  1. Log in to Outlook Web App and click on Your name in the top right corner.
  2. Click Open another mailbox. Locate the meeting room resource you want and click Open.
  3. At the top, click Settings, then View all Outlook settings.
  4. Navigate to Resource scheduling.
  5. Configure the Scheduling Options and Scheduling Permissions as needed and then exit out.
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