Create a New Room Mailbox


Applies to: Office 365 for professionals and small businesses, Office 365 for enterprises, Live@edu

Topic Last Modified: 2011-02-03

Room mailboxes are special resource mailboxes that are used to reserve physical locations, such as conference rooms, auditoriums, and training labs. After an administrator creates room mailboxes, users can easily reserve rooms by including room mailboxes in meeting requests.

Create a room mailbox

  1. In the Exchange Control Panel, select Manage My Organization > Users & Groups > Mailboxes.

  2. Click New and in the drop-down list, select Room Mailbox.

  3. On the New Room page, enter the following information:

    • * Room name   This name appears in the address book. Make sure there are no empty spaces before or after the room name.

      Note   Although there are other fields that describe the details of the room, for example, Location and Capacity, consider summarizing the most important details in the room name using a consistent naming convention. Why? So users can easily see the details when they select the room from the address book in the meeting request.

      E-mail address   This consists of an alias on the left side of the @ symbol, and your domain name, like, on the right side. A room mailbox has an e-mail address so it can receive meeting requests, but it doesn't have an associated account to sign in to the mailbox.

    • Location, Phone, Capacity   You can use these fields to enter details about the room. However, as explained earlier, you can include some or all of this information in the room name so users can see it.

    • Booking requests   Use this section to configure how the room mailbox handles reservation requests.

      •   Automatically accept or decline booking requests   A valid meeting request automatically reserves the room. If there's a scheduling conflict with an existing reservation, or if the booking request violates the scheduling limits of the room, for example, the meeting duration is too long, the meeting request is automatically denied.

      •   Select delegates to accept or decline booking requests   The delegates are responsible for accepting or declining meeting requests that are sent to the room mailbox. If you assign more than one resource delegate, only one of them has to act on a specific meeting request.

      To add a delegate, click Add. In the Select Delegates page, select a user, click Add, and then click OK to return to the Room Mailbox page.

      To remove a delegate, select the user and then click Remove.

  4. When you are finished, click Save.

Learn more

Now that you know how to create room mailboxes, you may want to learn how to refine the scheduling features of the room mailbox. For example, you can specify users who can reserve the room without approval from the delegates, and you can define acceptable and unacceptable resource reservation requests. Here's how:

Access a room mailbox

You can't sign in to a room mailbox, but there are other ways to access a room mailbox. Here's how:

  • Administrators and help desk personnel can open the Options page of the room mailbox. For more information, see Access Another User's Options Page.

  • By default, the calendar of a room mailbox is shared. Delegates can access the room mailbox calendar in Outlook Web App. Here's how:

    1. Open Outlook Web App > Calendar > Share >Add Calendar.

    2. Select Calendar from your organization, and type the name of the room mailbox, or click Name to select the room mailbox from the address book.

    3. When you are finished, click OK.

Create equipment mailboxes

There's another type of mailbox you can use to reserve resources called an equipment mailbox. Equipment mailboxes are used to reserve resources that don't have a specific location, such as portable computers, audio-visual equipment, or vehicles. You can't create equipment mailboxes in the Exchange Control Panel. You have to use Windows PowerShell to create equipment mailboxes or configure their scheduling options. Here's how: Create Equipment Mailboxes.

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