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Is it possible to send a "Confirm meeting" email prior to the start of a meeting

Anonymous
2022-11-18T12:35:24+00:00

We currently have a problem with people booking a meeting room via Outlook then not turning up for the meeting, leaving the meeting room empty but other people unable to book it.

Is there a way of having Outlook send an email to the meeting organiser, say an hour before the meeting is due to start, asking whether they still need the meeting room, with the meeting cancelled if they select "No"?

Outlook | Windows | Classic Outlook for Windows | For home

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  1. Anonymous
    2022-11-18T13:03:01+00:00

    Hello TomWilkinson5201,

    Good day!

    Thank you for posting to Microsoft Community. We are happy to help you

    Based on your description there is not a way of having Outlook send an email to the meeting organizer, say an hour before the meeting is due to start, asking whether they still need the meeting room, with the meeting cancelled if they select "No", it is not feasible because There are two ways you can approve or deny requests to reserve a room resource: Accept or Decline.

    We apologize if we are not able to meet your requirements; however, thank you for bringing this to our attention, we will surely raise you concerns to our Product Team and hopefully this can be included in the future updates.

    In the meantime, I have taken the liberty to create an entry for you in the Feedback Portal at  Is it possible to send a "Confirm meeting" email prior to the start of a meeting · Community (microsoft.com), I have asked my team to vote, and you can share your vote and comments there as well.

    But I have found a workaround: you can Setting up a Room Moderator. If you have set up a moderated room, requests to reserve the room must be accepted or declined manually. As the manager, you will control who has access to the room and when. As a manager (or delegate) for a moderated room, you will receive an "invitation" email.

    For example, when someone creates a meeting and wants to reserve a room you manage, you will receive an email from Exchange, just as if you had personally been invited to the meeting. You would then accept or decline the meeting invitation on behalf of the room. Moderators that receive a meeting request for a room resource will not have these meetings appear on their personal calendar when they accept it.

    Check how moderate work reference: Manage message approval in Exchange Online | Microsoft Learn

    Create and manage room mailboxes | Microsoft Learn

    To setting up a room Moderator please check this link: Setting up a Room Moderator - Microsoft Community if you are facing any issue on how to set up a room moderator let me know.

    Thank you for your cooperation and understanding.

    For other concerns, please do not hesitate to add you post in the Microsoft Community Team.

    Sincerely,

    Eben Ezer Tres | Microsoft Community Moderator

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