Outlook - Is it possible to make a meeting room always visible in the calendar for new users?

Question

Outlook - Is it possible to make a meeting room always visible in the calendar for new users?

JohnPerspirant 21

I want new users in my organization to always have a few specific meeting rooms visible in their calendar. As in the box for that room should be checked by default so I don't have to do this manually everytime we get a new user (Which happens very often).

Would this be possible with a script, policy or another way?

Sincerely,
John

Aholic Liang-MSFT 13,891 Reputation points Microsoft External Staff

2022-10-13T05:47:33.313+00:00

Hi @JohnPerspirant ,
Are you using Exchange online or Exchange on-premises in your organization ?
If it is Exchange Online ,you could refer to the following link to create a mail flow rule to automatically add meetings:
Use mail flow rules to automatically add meetings to calendars in Exchange Online | Microsoft Learn

If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".
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Aholic Liang-MSFT 13,891 Reputation points Microsoft External Staff

2022-10-17T08:37:47.003+00:00

Hi @JohnPerspirant ,
Just checking in to see how things are going on with this thread.
If the reply was helpful, you can click the "Accept Answer" button under this post so that other's with similar question can benefit from this thread as well.
If you still have further questions or concerns, feel free to post back.
JohnPerspirant 21 Reputation points

2022-10-17T11:30:21.997+00:00

I'm not sure this accomplishes what I'm trying to do. I'll try to attach some screenshots.

This is a new user.
I find meeting rooms from "Open Calendar" > "From Roomlist..."
Now I highlight the rooms I want and click the "Room" button then "Ok".
Now the rooms show up in the left panel with boxes checked.

This is what I want to happen for every new user by default.
Aholic Liang-MSFT 13,891 Reputation points Microsoft External Staff

2022-10-19T09:52:58.737+00:00

Hi @JohnPerspirant ,
Sorry for misunderstanding something earlier. When I re-understood your idea, I did some tests.
Such as, add users to a security group and give the full access permission of the room mailbox to this security group . However, this doesn't automatically map the room calendar to mailboxes.
If your organization is Exchange online ,I would suggest you could refer to Andy’s method to run the command when the new mailbox has been created. The SendNotificationToUser parameter specifies whether to send a sharing invitation to the user when you add calendar permissions for them.

That is impossible for new mailboxes to automatically map the room calendar. Thank you for your understanding!

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Aholic Liang-MSFT 13,891 Reputation points Microsoft External Staff

2022-10-13T05:47:33.313+00:00

Hi @JohnPerspirant ,
Are you using Exchange online or Exchange on-premises in your organization ?
If it is Exchange Online ,you could refer to the following link to create a mail flow rule to automatically add meetings:
Use mail flow rules to automatically add meetings to calendars in Exchange Online | Microsoft Learn

If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".
Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.
Aholic Liang-MSFT 13,891 Reputation points Microsoft External Staff

2022-10-17T08:37:47.003+00:00

Hi @JohnPerspirant ,
Just checking in to see how things are going on with this thread.
If the reply was helpful, you can click the "Accept Answer" button under this post so that other's with similar question can benefit from this thread as well.
If you still have further questions or concerns, feel free to post back.
JohnPerspirant 21 Reputation points

2022-10-17T11:30:21.997+00:00

I'm not sure this accomplishes what I'm trying to do. I'll try to attach some screenshots.

This is a new user.
I find meeting rooms from "Open Calendar" > "From Roomlist..."
Now I highlight the rooms I want and click the "Room" button then "Ok".
Now the rooms show up in the left panel with boxes checked.

This is what I want to happen for every new user by default.
Aholic Liang-MSFT 13,891 Reputation points Microsoft External Staff

2022-10-19T09:52:58.737+00:00

Hi @JohnPerspirant ,
Sorry for misunderstanding something earlier. When I re-understood your idea, I did some tests.
Such as, add users to a security group and give the full access permission of the room mailbox to this security group . However, this doesn't automatically map the room calendar to mailboxes.
If your organization is Exchange online ,I would suggest you could refer to Andy’s method to run the command when the new mailbox has been created. The SendNotificationToUser parameter specifies whether to send a sharing invitation to the user when you add calendar permissions for them.

That is impossible for new mailboxes to automatically map the room calendar. Thank you for your understanding!

Answer 1

Andy David - MVP 158K MVP Volunteer Moderator

I'd script it so you give them rights to the mailbox calendar and send a sharing invite. that will add it

Add-MailboxFolderPermission -Identity ******@contoso.com:\calendar -user newUser  -AccessRights Reviewer -SendNotificationToUser $true

https://learn.microsoft.com/en-us/powershell/module/exchange/add-mailboxfolderpermission?view=exchange-ps

Answer 2

Hello there,

I suppose you can create a new calendar group and assign a default meeting room to the group and then add the new users to the group.

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.

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Outlook - Is it possible to make a meeting room always visible in the calendar for new users?

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