Working with a
Room Mailbox in Office 365
So how do I set up a Room Mailbox within my Office 365 Tenant?
To set up a Room Mailbox, within your Office 365 Tenant, you will want to navigate to portal.microsoftonline.com, and signing in using a Global Administrator Account.
From your Office 365 Dashboard, you will want to click on “Admin” from the top right corner, and then click on Exchange from the Admin drop down menu. From your Office 365 Exchange Admin Center, you will want to click on the Resources tab under the Recipients section as shown below. Once you have clicked on the Resources tab, you’ll want to go ahead and click on the Plus sign, and select Room Mailbox from the drop down list. From the Room Mailbox Window that appears, enter a Room Name and a Email Address to your new Mailbox. You’ll notice that Location, Phone and Capacity will be optional. Location, is the physical place/location that this mailbox will represent; Phone, is a direct number to this location, and Capacity, is how many people can comfortably sit within this place/location. You are also given the option to select your Booking Method. You can select from either “Accept or Decline booking requests automatically”, or you can choose “Select Delegates who can accept or decline booking requests”. When you select “Select Delegates who can accept or decline booking requests” you are given the ability to add Users, who will receive these meeting requests and would have the ability to state weather or not, the meeting can be held. Once you have finished setting up your Room Mailbox, click on Save and allow up to 5 minutes for it to be fully created through all Microsoft Office 365 Systems.
So how do I Start using my Room Mailbox?
To start using your Room Mailbox, you need to just simply make a meeting request to your Room Mailbox email address. If it is accepted, you will receive an email message stating that it has been accepted. If the meeting request is declined, you will receive an email stating that your meeting request overlaps another and it will show you the duration of the meeting taking place at that time.
So how do I view if my meeting request will conflict with another meeting request?
If you believe that your meeting request will conflict with another meeting, you may want to check your Room Mailbox to see what available times are open. You will want to open your Outlook Desktop Client and navigate to your Calendars section. From your Ribbon, you will want to go ahead and click on the Home tab and then click on the Open Calendar. From the drop down menu, click on “From room list…” From the List that appears, double click on your Room Mailbox and click OK, you will see your new Room Mailbox appear within your Calendar.