How to make all resources rooms visible to all users in our organization calendar?

Question

We created a few resources rooms where we have meetings and all users use they calendar o create a event and reserve the resource room.

Is it possible to put all available and busy rooms visible to all user when thy wants to create a new event? Is this way the can see if the secific room is free ou not?

Regards.

Answer 1

Hello Jorge

Yes, it is possible to make all available and busy resource rooms visible to all users when they want to create a new event or reserve a room in Microsoft Outlook or Microsoft Exchange. This feature is called "Room List" or "Room Finder" in Outlook, and it allows users to see the availability of resource rooms and schedule meetings accordingly.

To make rooms visible and accessible to all users when creating a new event in Outlook, follow these steps:

1.     Set Up Resource Rooms:

o    Ensure that all the resource rooms have been properly set up in Microsoft Exchange or Outlook as meeting rooms with the necessary details such as location, capacity, equipment, etc.

2.     Configure Room Lists:

o    In Microsoft Exchange, you can create a room list that includes all the resource rooms you want users to view when scheduling meetings. This room list will display the availability of each room for the selected time slot.

3.     Enable Room Finder in Outlook:

o    In Outlook, users can access the Room Finder feature when creating a new meeting event. This feature allows users to see a list of available rooms, along with their schedules, and select the room that best fits their meeting requirements.

4.     Sharing Room Calendars:

o    Ensure that the calendars of the resource rooms are shared with all users who need to schedule meetings. By sharing the calendars, users can view the availability of rooms directly in their Outlook calendars.

5.     Setting Permissions:

o    Adjust the permissions of the resource room calendars to allow users to view the details and availability of the rooms. Users should have at least "Read" or "Reviewer" permissions to view the room calendars.