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How to Add Meeting Room Calendars in Office 365: A Comprehensive Guide

This guide provides step-by-step instructions on adding and managing meeting room calendars in Office 365, including Outlook resource calendars, conference room scheduling, and creating room lists. By following these best practices, organizations can streamline their meeting room booking process and improve overall efficiency.

How to Add Meeting Room Calendars in Office 365: A Comprehensive Guide


In today's fast-paced work environment, efficiently managing meeting rooms is crucial for smooth operations and productivity. Office 365 offers a range of tools to streamline the process of adding and managing meeting room calendars, including Outlook resource calendars and room lists. This comprehensive guide will walk you through the steps to set up and optimize your organization's meeting room booking system.

office 365 meeting room calendar setup

Setting Up Outlook Resource Calendars

Outlook resource calendars are an essential tool for managing meeting rooms in Office 365. To create a resource calendar:

  1. Open the Exchange Admin Center in Office 365.
  2. Navigate to "Recipients" and select "Resources."
  3. Click "New +" and choose "Room Mailbox."
  4. Fill in the required information, such as the room name and email address.
  5. Assign appropriate permissions and click "Save."

Once the resource calendar is created, users can easily book meeting rooms through Outlook, ensuring efficient scheduling and avoiding conflicts.

Creating Room Lists in Office 365

Room lists allow users to view and book multiple meeting rooms simultaneously. To create a room list:

  1. In the Exchange Admin Center, go to "Recipients" and select "Distribution Groups."
  2. Click "New +" and choose "Distribution Group."
  3. Enter a name and email address for the room list.
  4. Add the desired meeting rooms to the list.
  5. Set the appropriate permissions and click "Save."

By creating room lists, organizations can simplify the process of finding and booking suitable meeting spaces, improving workplace efficiency.

office 365 room list setup

Managing Meeting Rooms in Outlook

Once the resource calendars and room lists are set up, users can easily manage meeting rooms directly in Outlook. To book a room:

  1. Open a new meeting request in Outlook.
  2. Click "Room Finder" in the ribbon.
  3. Select the desired room list and choose an available room.
  4. Set the meeting details and send the invite.

Outlook also allows users to view room availability, modify bookings, and adjust meeting room settings to suit their needs.

Implementing a Meeting Room Booking System

To further streamline the meeting room booking process, organizations can consider implementing a dedicated booking system that integrates with Office 365. These systems offer features such as:

  • Real-time room availability and scheduling
  • Mobile app and web-based booking
  • Customizable booking rules and permissions
  • Reporting and analytics

By leveraging a meeting room booking system, organizations can optimize their space utilization, reduce administrative overhead, and enhance the employee experience.

meeting room booking system interface


Adding and managing meeting room calendars in Office 365 is a straightforward process that can significantly improve an organization's efficiency and productivity. By setting up Outlook resource calendars, creating room lists, and leveraging meeting room booking systems, companies can streamline their scheduling processes and make the most of their available space.

efficient meeting room management

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