Microsoft 365 : SharePoint online – Meeting / Conference room availability check – Setting up room mailbox

Exchange admin center - new Resource page - setting up room mailbox
Exchange admin center - new Resource page - setting up room mailbox

Hi All,

Greetings for the day !!!

Today bit different topic, new learning for me so sharing.

Use Case : In one of our Microsoft 365 intranet application we have requirement of checking slots available for Meeting room and if available then users / employees can book the meeting room

Background :

  • My customer have around 500 + users in organization. They have meeting room and manually request to book meeting room for the conferences / meetings
  • So our admin person was tracking manually each and every slot
  • Whenever new requests were coming for booking, admin person need to check slots explicitly and then need to give confirmations
  • And hence the requirement born – is there any possibility that user can directly check without approaching to admin person

Approach / Solution :

  • There in concept called – Room mailboxes
  • Using Room mailboxes – mailbox is assigned to physical location like – conference room, meeting room, training room or auditorium
  • Using Room mailboxes our users can reserve these rooms by including room mailboxes in meeting requests
  • These rooms are added to meetings by including them either in Attendee or Location fields

Creating Room mailbox :

Microsoft 365 admin center
fig : Microsoft 365 admin center – navigating to Exchange admin center
  • As we redirected to “Exchange admin center
  • From left pane, under “Recipients” click on “Resources” – Exchange admin center => Recipients => Resources
Exchange admin center >> Recipients >> Resources
fig : Exchange admin center – navigating to “Resources” page
  • On “Resources” page from right pane click on “+ Add a room resource” link as shown in above fig
Exchange admin center - new Resource page - setting up room mailbox
fig : Exchange admin center – new Resource page – setting up room mailbox
  • New right pane will open where we will create mailbox for room and update few basic settings
  • One of the important setting I’ll like to highlight here is “Automatically accept/decline meeting request
  • By default, it’ll automatically accept or decline requests depending on whether the requests conflict with any existing meetings on its calendar.
Exchange admin center - new Resource page - setting up room mailbox
fig : Exchange admin center – new Resource page – setting up room mailbox
  • Please update the setting as per our organization need and on last screen click on “Create” button
  • If Room mailbox created successfully we will see the status as shown in below screen
Exchange admin center - new Resource page - status of room mailbox creation
fig : Exchange admin center – new Resource page – status of room mailbox creation
  • On Resources page we can see our Room mailbox
Exchange admin center - Resources listing page
fig : Exchange admin center – Resources listing page
  • As Room mailbox created successfully, we can use respective mail id in invities of Outlook as
  • Here we can see the availability of respective resource – Room
Outlook - using Rooms email id in Attendees of new email
fig : Outlook – using Rooms email id in Attendees of new email
  • We could also send the meeting invitation to respective resource and we will get reply back either – accepted or declined
Outlook - using Rooms email id in Attendees of new email
fig : Outlook – Accepted message from the Resource – Room
  • If there is no conflict then we will get “accepted” mail otherwise “declined”
Outlook - showing availability of Resource - Room
fig : Outlook – showing availability of Resource – Room
  • In “Declined” mail it also shows the conflict details as shown in below email
fig : Outlook - Declined message from the Resource - Room with conflict details
fig : Outlook – Declined message from the Resource – Room with conflict details

Thanks for reading the article !!! Please feel free to discuss in case any issues / suggestions / thoughts / questions

HAVE A GREAT TIME AHEAD !!!

Prasham Sabadra

LIFE IS VERY BEAUTIFUL :) ENJOY THE WHOLE JOURNEY :) Founder of Knowledge Junction and live-beautiful-life.com, Author, Learner, Passionate Techie, avid reader. Certified Professional Workshop Facilitator / Public Speaker. Scrum Foundation Professional certificated. Motivational, Behavioral , Technical speaker. Speaks in various events including SharePoint Saturdays, Boot camps, Collages / Schools, local chapter. Can reach me for Microsoft 365, Azure, DevOps, SharePoint, Teams, Power Platform, JavaScript.

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1 Response

  1. July 9, 2022

    […] last article – Microsoft 365 : SharePoint online – Meeting / Conference room availability check – Setting up ro… we discussed how to create room mailbox and use the meeting / conference room. How to check there […]

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