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Room and Equipment Mailboxes

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If you have a conference room, company car, or equipment that everyone needs to use, then you need to come up with a way to make those resources bookable to everyone.

The best way to do that is to create a room or equipment mailbox in Microsoft 365 for each resource. You might create one for your first-floor conference room, media equipment, or a moving truck.

Once you create a room or equipment mailbox, everyone in the company can reserve it for meetings or events using Outlook.

Request New Room or Equipment Mailbox

If you would like a new Room or Equipment mailbox created please contact RODIN support with the following information to streamline your request.

Room Mailbox

Hi Support,
I require a new exchange mailbox created.
Name: Conference Room
Email: L2MainOfficeConfrence@mydomain.com.au
Type: Room
Location: L2 Main Office
Capacity: 12
Booking Requests: Accept or decline booking requests automatically

  • NOTE: Booking requests can be either of the following options:
    • Accept or decline booking requests automatically: A valid meeting request automatically reserves the resource. If there’s a scheduling conflict with an existing reservation, or if the booking request violates the scheduling limits of the resource, for example, the reservation duration is too long, the meeting request is automatically declined.
    • Select delegates who can accept or decline booking requests: Resource delegates are responsible for accepting or declining meeting requests that are sent to the equipment mailbox. If you assign more than one resource delegate, only one of them has to act on a specific meeting request.

Equipment Mailbox

Hi Support,
I require a new exchange mailbox created.
Name: Staff Bus
Email: StaffBus@mydomain.com.au
Type: Equipment

NOTE: Equipment Mailboxes do not support a ‘Location’ or ‘Capacity’ field. If you would like these or need them, please use the Room Mailbox template above.

Using Room or Equipment Mailboxes

Invite Room or Equipment Mailbox to a Meeting in Outlook

  1. Launch Outlook and under the Home tab, choose New Items > Meeting.
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Alternatively, you can select Calendar, then click New meeting.

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  1. In the To field, type the name of the Room or Equipment mailbox that you want to reserve, in addition to any attendees whom you want to invite. Otherwise, click To and double-click the conference room or equipment from the list. Click OK.
Office 365 - Microsoft Office
  1. In the Subject line, type the purpose of the reservation or meeting.
  2. Change the Location (if necessary).
  3. Change the Start time and End time or choose All day event. To make the meeting or reservation repeat, choose Recurrence at the top.
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  1. Type a message describing the purpose and attach any files if needed.
  2. To make sure that the room, equipment, and people whom you have invited are available, choose Scheduling Assistant at the top. Select an available time in the calendar.
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  1. Choose Send when finished.
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Sources:
Room and equipment mailboxes
Using Room and Equipment Calendars in Outlook
How do I add a Resource Mailbox room or equipment to a meeting?

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