Outlook Bulk Meeting Room Booker

WHAT IT DOES

Outlook Bulk Meeting Room Booker is a productivity tool that streamlines the process of adding multiple meeting rooms to Outlook calendar events. Instead of manually searching for each room, clicking the add button, and repeating for every room—a process that can be tedious when booking multiple rooms—this script automates the entire workflow. It scans the current Outlook calendar event form for available meeting rooms (or searches for rooms based on a configurable query), displays them as a scrollable checklist, and allows you to bulk add selected rooms as attendees/room resources. The tool handles the complete interaction sequence: clicking the add button for each room and tracking the addition progress. Real-time progress updates show how many rooms have been added, and the list automatically refreshes after completion. This is ideal for meeting organizers, administrative assistants, event planners, and anyone who needs to book multiple meeting rooms across different locations.

WHERE IT RUNS

This script operates on Outlook calendar pages (*.outlook.com and *.office.com) as a userscript injected through the BotGentz extension. It runs within the context of your current browser tab and cannot access other tabs, bookmarks, history, or downloads. The script reads the page DOM to identify room options using Outlook's UI selectors (room items, suggestion items, location picker items), and interacts with Outlook's native UI controls to add rooms as attendees. All operations occur locally in your browser; no data is sent to external servers. The script uses Outlook's authenticated session to manage rooms through the official user interface.

HOW TO USE

1. Open or create a new meeting event in Outlook Calendar (web version).

2. Click the BotGentz extension icon and select "Outlook Bulk Meeting Room Booker" from the script list.

3. The panel opens on the right side of the page. It automatically searches for rooms using the default query.

4. Set a custom "Room search query" to find specific rooms (e.g., "Conference Room", "Meeting Room", or a building name).

5. Click "Search Rooms" to perform the search and populate the room list.

6. Review the displayed rooms, showing room names.

7. Adjust the "Batch size" number (default 3) to control how many rooms are added per batch.

8. Toggle "Confirm before each batch" if you want a confirmation popup before each batch executes.

9. Check the boxes next to rooms you wish to add to the event. Use "Select All" or "Deselect All" for quick selection.

10. Click "Add Selected Rooms" to begin. The script adds rooms in batches, shows progress, and handles any errors.

11. After completion, the room list automatically refreshes showing any remaining rooms.

WHY IT WORKS WHERE OTHERS FAIL

Many Outlook automation tools fail because they attempt to call Outlook's internal JavaScript functions or rely on brittle DOM selectors that change with every Outlook UI update. This script takes a resilient approach: it locates the actual interactive DOM elements Outlook renders—the room suggestion items, add buttons, and selection controls—and triggers native click events on them, exactly as a human would. The script uses a two-step detection strategy: first searching for rooms using the configured query (by setting the value of the room/location input field and triggering a search), then extracting room options from the resulting suggestions. It sets values using both the native value setter and dispatches "input" and "change" events, ensuring Outlook's React-based UI registers the update. Between operations, the script introduces controlled delays (300ms between actions and 500ms between batches) to mimic human interaction speed. By interacting at the UI layer rather than the framework layer, it remains functional across Outlook's frequent code updates.

THE PANEL

The script uses BotGentz's BGPanel system, which provides a floating, draggable panel on the right side of your screen. Drag the panel by its header to reposition it anywhere on the page—the panel remembers its position per site and snaps to the nearest edge when released. Click the minimize button to collapse the panel to a small floating bubble; click the bubble to expand it back. Resize the panel vertically by dragging its bottom edge. Press the Escape key to close the panel entirely. All panel state (position, collapsed/expanded) is persisted locally using GM_setValue, so your preferences survive page reloads.

PLEASE NOTE

This userscript requires the free BotGentz browser extension—it is not a standalone application. Outlook periodically updates its website layout and UI components; if the script stops working, an updated version may be released. This script does not store, transmit, or process any of your Outlook data outside your local browser. It does not access your password, hidden inputs, or file inputs. All room additions are performed through Outlook's own authenticated session using the official user interface. Adding a room as an attendee will send a booking request to the room resource—subject to your organization's room booking policies. Use responsibly and verify room availability before finalizing your meeting.