Teams Meeting Room - All Room Calendar View

Hi thank you for your reply, I have attached the image again to see if that works

We do currently use teams room devices however we do not use teams rooms displays on the outside of rooms and they are configured as rooms each with a unique email and calendar.

The only requirement is for it to all be on one screen with a simple layout to identify each room no specific colour coding is required. Budget wise we are looking to use existing hardware such as windows devices with no additional cost where possible

Dear Andrew Hennegan,

Good day! Thank you for your prompt reply and for reattaching the image. I appreciate the additional details you’ve provided regarding your setup and requirements. It’s great to know that you’re using Teams Room devices and that each meeting room is configured with a unique email and calendar.

Based on the screenshot and your requirements, it seems that neither Microsoft Teams nor Outlook has a built-in feature to directly achieve the centralized calendar view you’re looking for. However, as a workaround, you can follow the steps I mentioned earlier:

1. By sharing the calendars of all meeting rooms with a single user, you can overlay them in Outlook. This will allow you to display all the meeting rooms on one screen, with each room’s schedule differentiated by a unique color.
2. Since you’re looking to use existing hardware, you can set up a Windows device to display this shared calendar in a simple layout on a large screen.

While this approach may not provide the exact visual representation shown in your screenshot, it is a cost-effective solution that leverages your current setup without requiring additional software or hardware.

If this information was helpful, we kindly invite you to vote for the reply. Your feedback helps us improve and ensures we’re providing the best possible support.

Please let us know if you need further assistance or clarification. We’re here to help!

Dear Andrew Hennegan,

Good day! Thank you for posting in the Microsoft Community. We will be happy to help you.

Thank you for reaching out and describing your need for a centralized calendar view of your meeting rooms. I understand how valuable it would be to have a clear, real-time overview of meeting room availability displayed on a main screen. It's a fantastic idea for improving coordination and preventing double bookings.

It's clear you're looking for a solution that provides a visual representation of all meeting room schedules, similar to the image you attached; Could you please reattach the image, seems it wasn't attached. I can certainly understand why having this information readily available would streamline your meeting planning process.

Let's explore some options that might help you achieve this:

1. Microsoft Teams Room Displays:

• If you're using Microsoft Teams Rooms devices, many of them have built-in displays that show the room's schedule. These displays are often placed outside the meeting room and provide an immediate view of availability.
• While this is per room, there may be 3rd party applications that can pull the data from each teams room, and consolidate it into one display.

2. Microsoft Outlook Room Calendars:

• Each meeting room in your organization likely has its own resource calendar in Outlook.
• You could potentially create a shared calendar view in Outlook that overlays these individual room calendars. However, displaying this on a large screen might require some customization or third-party tools to optimize the layout.
• You could also create a shared mailbox, and add all the room calendars to that mailbox, and then display that mailboxes calendar.

3. Third-Party Calendar Display Solutions:

• There are several third-party software solutions designed specifically for displaying meeting room schedules on digital signage. These tools often integrate with Microsoft Exchange or Microsoft 365 and provide customizable calendar views.
• These solutions may offer features like color-coding, filtering, and interactive displays, making it easy to see room availability at a glance.

4. Power BI Dashboards:

• For a more customized approach, you could potentially use Power BI to create a dashboard that pulls data from your meeting room calendars.
• This would allow you to design a visually appealing and informative display that meets your specific needs. However, this option may require some technical expertise.

To help me narrow down the best solution for your organization, could you please provide some additional information?

• Are you currently using Microsoft Teams Rooms devices?
• Are your meeting rooms configured as resource calendars in Outlook?
• Do you have any specific requirements for the display, such as interactive features or color-coding?
• Do you have any budget constraints?

We're here to help you find the most effective and efficient way to display your meeting room schedules. We appreciate your patience as we work to find a solution that meets your needs.

Please understand that our initial response may not always resolve the issue immediately. However, with your help and more detailed information, we can work together to find a solution.

Thank you for your precious time and your kind understanding.