Forum Discussion
Change Default for Copilot Automatic Room Rebooking Setting in Outlook?
My users with Microsoft 365 Copilot licenses have noticed a newer feature that automatically rebooks meetings with an alternate room if the selected room is unavailable. It appears that this setting is on by default and can be turned off on a per case basis when a new meeting event is being scheduled. Is there a way to turn it off by default and allow people to enable it when a new calendar item is being created instead? Here is what it looks like for me in Outlook. I can click on Edit from the new meeting window and turn it off for a single event. I haven't found a way to change that default behavior. Has anyone found a way to adjust this?
Thank you!
Brian
I would like to share the response i received from Microsoft support, since i can imagine more people will land here while desperately searching for a solution.
Microsoft 365 Copilot’s automatic room rebooking - moving meetings to alternate rooms when the original is unavailable - is on by default and cannot be disabled globally.- Default Behavior: Enabled for Copilot users, it automatically rebooks declined rooms for single and recurring meetings.
- User Control Only: Users can turn it off per meeting in Outlook. No global admin setting exists.
- Microsoft Places: Part of Microsoft Places, it helps manage room conflicts automatically.
- Admin Feedback: Many admins have requested a global option, but as of March 2025, Microsoft has not provided one.
What You Can Do:
- Educate Users: Show them how to disable rebooking when needed.
8 Replies
I would like to share the response i received from Microsoft support, since i can imagine more people will land here while desperately searching for a solution.
Microsoft 365 Copilot’s automatic room rebooking - moving meetings to alternate rooms when the original is unavailable - is on by default and cannot be disabled globally.- Default Behavior: Enabled for Copilot users, it automatically rebooks declined rooms for single and recurring meetings.
- User Control Only: Users can turn it off per meeting in Outlook. No global admin setting exists.
- Microsoft Places: Part of Microsoft Places, it helps manage room conflicts automatically.
- Admin Feedback: Many admins have requested a global option, but as of March 2025, Microsoft has not provided one.
What You Can Do:
- Educate Users: Show them how to disable rebooking when needed.
since i can imagine more people will land here while desperately searching for a solution.
Within one day of posting! Saved me hours of wasted time, thanks for sharing
Hey Brian,
were you able to resolve this?
We just stumbled over this setting which causes a mess with our rooms. Sadly i can't find any information how to disable this feature.
I'm not aware of any policy or global room config options to change the default behavior. I'm not an Exchange admin though, so I have limited direct visibility into some of those admin controls. If anyone else has learned of a good way to manage this setting globally, please share.
Hey guys,
what a shame that it can not be turned off by default.
We also have this problem with classic Outlook, but there is no option to disable this feature.
Maybe we miss something, so does anyone know if there is a function to disable it in classic Outlook?
Appreciate any answer.Hi
I just raised a MS support ticket asking how i, as an admin, can disable this setting as default for our users and the user can activate this themself. As per now (March 2025) there is no possibility to disable this for all users. The user must disable this per meeting / event 😒. Really hope a setting for this will be available for us as admins.
Thanks for the heads up! Please keep us posted if you learn anything.
