Room Calendars

Note: Not all University room calendars are in Office 365.  For those that are, you can follow the instructions below to access and modify room calendars:

How to add a room to a new meeting invitation:

  • Login to OWA using your WUSTL Key at http://email.wustl.edu/mail
  • Click on the Apps button at the top-left and select Calendar
  • Double-click on your calendar at the date/time you want to make a new meeting
  • In the Event line, enter the title of your meeting
  • On the Location line of the new meting, click the Add room button
  • Select a Room list such as “CFU/All Rooms
  • A list of free rooms is displayed – select the room you wish to add to your meeting invitation
  • Add additional person attendees and other details to your meeting invitation
  • Click Send

How to access room calendars that you have ownership of through Outlook Web Access (OWA):

  • Login to OWA using your WUSTL Key at http://email.wustl.edu/mail
  • Click on your account image at the top-right, and select Open another mailbox
  • Search for the display name of the room calendar account you want to modify
  • Select the room you want to manage, and click Open

How to modify availability of rooms that you own:

  • Once logged into OWA as the calendar, click on the Apps button at the top-left and select Calendar
  • Enter in recurring events titled Unavailable during all hours that the room is NOT available to be booked

How to manually create or modify room reservations on rooms that you own:

  • Once logged into OWA as the calendar, click on the Apps button at the top-left and select Calendar
  • Double-click on a location on the calendar to create a new individual or recurring event on the desired data
  • Double click on an existing event to modify it

How to modify permissions on room calendars that you own to allow additional people to access them:

  • Once logged into OWA as the calendar, click on the Apps button at the top-left and select Calendar
  • To grant access:
    • On the left-side column, right-click on the word Calendar and select, Share Calendar
    • Enter in the email address of the person you want to give access to
    • Select the level of access (generally editor)
    • Click the Send button
  • To revoke access:
    • On the left-side column, right-click on the word Calendar and select, Permissions
    • Find the person you want to remove and click the small x button next to their name
    • Click the Save button

Adjusting advanced calendar settings for rooms that you own:

  • Once logged into OWA as the calendar, click on the small Gear button near the top-right and under My App Settings select Calendar
  • In the new left side menu that is displayed, select Calendar
  • Make any changes you need to, and then click Save