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In today’s Ask the Admin, I will show you how to create and use conference rooms in Office 365.
Office 365 has a feature with many different names. It is referred to as room mailbox, meeting room, conference room, etc. Regardless of what you call it, it is a feature that allows members of the Organization Management or Recipient Management role groups to create a resource mailbox that is assigned to a physical location in your organization, such as a meeting room.
Office 365 allows you to create equipment mailboxes, which are similar in concept to room mailboxes. They are not tied to a physical location, however. For example, an equipment mailbox might be created to let users reserve a resource, such as a projector or PC.
Users can reserve physical spaces by selecting the resource location when creating meeting requests. Additionally, users can be given permissions to a resource mailbox so that they can directly manage its calendar.
There are two ways to create room mailboxes in Office 365. The easiest way is by using the Admin app and that is what I will show you below. It is also possible to use the Exchange Administration Center (EAC).
It might take a few minutes to create the new mailbox.
Create a Room Mailbox in Office 365 (Image Credit: Russell Smith)
Once the mailbox has been created, you will see an overview of mailbox configuration in the admin portal.
Set Room Mailbox Scheduling and Delegate Options (Image Credit: Russell Smith)
The new meeting room will appear in the portal window under Rooms and equipment. Users will be able to select the room from the Add a location or a room dropdown menu when creating a new event in their Office 365 calendar.
If you have been assigned delegate access to a room mailbox, you can open the mailbox calendar in Outlook.
Open a Room Mailbox Calendar in Outlook 2016 (Image Credit: Russell Smith)
In this article, I showed you how to create a room mailbox in Office 365 and manage its settings.
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