Use room and equipment mailboxes

To use room or equipment mailboxes, open Outlook from your computer

or sign into Outlook on the web. Schedule a new meeting and add the
room or equipment to the meeting like you would when inviting other
employees or customers. You've now reserved it.

1. Open Outlook on your computer.

2. On the Home tab, choose New Items > Meeting.

Or, from your Calendar, just select New Meeting.

3. In the To field, type the name of the conference room or equipment
you want to reserve, in addition to any attendees you'd like to invite.
Or, select To then double-click the conference room or equipment
 from the list. Then select OK.

4. In the Subject line, type the purpose of the reservation or meeting.

5. Change the Location value or leave as is.
6. Change the Start time and End time. Or, select All day event. To
make the meeting or reservation repeat, select Recurrence at the top.

7. Type a message describing the purpose and attach any files if needed.
8. To allow others to join online or call in to the meeting, select Skype
Meeting.
9. To make sure the room, equipment, and people you've invited are
available, select Scheduling Assistant at the top. Then select an
available time in the calendar.
 TIP: In the scheduling calendar, blue means the room or equipment is
reserved, or busy. Select the white, or free, area on the calendar.
10. When finished, select Send.

When scheduling a meeting with Outlook 2016 for Mac, particularly a

meeting where attendees will attend in person, you'll need to include a
meeting room in the invitation. If you know the name of the meeting room,
you can enter that name directly in the Location field. If you don't know
the name, or if you're scheduling a meeting in a location that is unfamiliar,
you can use Room Finder.

Note: Don't see Room Finder? Your admin needs to enable this feature on
the Exchange server before the button will show up on your ribbon. Tell
your admin to see Managing Resource Mailboxes and Scheduling for more
information.

Open Room Finder

The Room Finder button is on the ribbon in the meeting invitation. (Create
a meeting invitation)
 If you're having a hard time finding Room Finder, you'll need to make sure
this feature is enabled. If you are not the administrator of your
organization, contact the administrator to enable Room Finder. If you are
the administrator, you'll need to connect to PowerShell and run the
following cmdlets:

New-DistributionGroup -Name "room list name" –RoomList

Add-DistributionGroupMember -Identity "room list name" -Member "room

mailbox name"

This will allow the Room Finder to show up and allow you to view the room
list and choose from the available rooms as desired.

A tour of Room Finder for Mac Devices

Room Finder opens in the scheduling page of your meeting invitation.

1. Select Recent Rooms in Choose a room list to see any recent rooms
you've scheduled.
2. Select one of your recent rooms and it will be added to the Rooms list on
the left side of the page. Its free/busy information will be shown in the
scheduling grid.
3. Selecting the arrows in Choose a room list shows buildings and/or
locations in your company. When you pick a room list, you'll see a list of all
the conference rooms in that building or location that are available during
the specified meeting time.

4. Once you've found an available room, check the box next to its name to
include it in your invitation.

Tip: You can hide the Room Finder pane by clicking the Room
Finder button again or by clicking the x at the top right of the Room Finder
pane.

To create a meeting invitation

1. At the bottom of the navigation pane, click Calendar.

2. On the Home tab, click Meeting.

3. In the To box, enter the names of people or resources to include for the
meeting.
4. In the Subject box, enter a description of the meeting.
5. Click Room Finder to select a room.
6. Enter the details about the event.
7. When you complete your invitation, on the Organizer Meeting tab,
click Send.