Creating Room Lists in Outlook

Booking rooms in Outlook requires a lot of steps: you have to click on “New Meeting” > Invite a room by clicking on the “To”>  Find a room > Add it to the resource. However, there is an easier way, but it requires a little effort upfront from your Exchange Administrator. The solution is called “Room List”. This guide will show you how to use room lists and how to set up room lists in Exchange Online.

Book rooms with the help of Room Lists Powershell outlook

A room list contains, unsurprisingly, a list of rooms. You can add several offices or locations to the room list and within the offices you can add your meeting rooms. Once you click “Add room”, it’ll give you a list of available offices and rooms. Can’t find the room list in the menu? Ask your Exchange Administrator to make some easy changes!

Step 1: Click on “Add room”

powershell outlookStep 2: Choose an office

powershell outlook

Step 3: Choose a meeting room

powershell outlook

Step 4: Add people and check the availability schedule

powershell outlookCongratulations! You have successfully booked a meeting room with the help of room list!

Are you the Exchange Administrator?

Unfortunately, you cannot make a room list via the Exchange Control Panel. There’s an easy solution:

Connect to Exchange PowerShell and run the following command to create the room list:

New-DistributionGroup -Name 'Office Name' –RoomList
powershell outlook

Copy and paste the text below to add rooms:powershell outlook

Add-DistributionGroupMember -Identity 'Office Name' -Member

Your users can start using the room list instantly after creation.


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Connecting reality with your rooms. Meetio is a developer of smart, simple and reliable solutions for meeting room management.

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