How To Reserve Rooms In Microsoft Teams App?

4 min readMay 25, 2020

Wanting to know how to reserve rooms in Microsoft Teams?. You are in the right place. The below article has the necessary information for Microsoft teams room reservation.

We do have the ability to create Teams meetings within the ms teams app, however, we are not able to book rooms.
There is the option to select the location (ie Rooms) however the location is empty.

Room Lists are required to create to reverse rooms. To do this,
Connect to Exchange online Powershell
Run the below command.
New-DistributionGroup -Name “techieberry-test” -Roomlist

This will take an hour to replicate in Office 365. Here you can see the room list.

After creating the RoomList, add room mailboxes as members.
Note: Equipment mailboxes can’t be added as members to room lists.

New-DistributionGroup -Name “techieberry meeting room” -Roomlist
Get-Mailbox -ResultSize unlimited -Filter {(RecipientTypeDetails -eq ‘RoomMailbox’)} | foreach { Add-DistributionGroupMember -Identity “techieberry meeting room” -Member $_.name }

CMDLETS to create one RoomList and add ALL rooms

New-DistributionGroup -Name “techieberry meeting room” -Roomlist
Get-Mailbox -ResultSize unlimited -Filter {(RecipientTypeDetails -eq ‘RoomMailbox’)} | foreach { Add-DistributionGroupMember -Identity “techieberry meeting room” -Member $_.name }

CMDLETS to add all Rooms into each RoomList

Get-Mailbox -ResultSize unlimited -Filter {(RecipientTypeDetails -eq ‘RoomMailbox’)} | foreach { Add-DistributionGroupMember -Identity “techieberry-test” -Member $_.name }

CMDLETS to add a member to a room list

Add-DistributionGroupMember -Identity techieberry-test -Member Room1

CMDLETS to check the group membership

Get-DistributionGroupMember -Identity “techieberry-test”

CMDLETS to export group membership

Get-DistributionGroupMember “techieberry@techieberry.onmicrosoft.com” -resultsize unlimited | select DisplayName,PrimarySMTPAddress | Export-CSV “location” -Notypeinformation

Client Behavior

Teams

Launch “Teams“
Go to “Calendar“
Click “New meeting“
Enter in the meeting title
At the location, click on the down arrow and you can see the Room Lists

Select the Room List and a maximum of 6 rooms are listed.
The Room List will only list available rooms.
If required, scroll down to see the other rooms.
Schedule meetings as required.
You’ll receive notice from the Room that has accepted the meeting invite.

OWA

Access the “OWA“
Select “Calendar“
Select “New Event“
Access “Search for a room or location“
Select “Browse more rooms“
You will now see the created room lists

You can select appropriate rooms and make a reservation

Outlook

Launch “Outlook“
Start a new meeting
Invite a few people to your new meeting
Pick a time
Click on room finding if it is not open already

In the drop-down pick a room list that has conference rooms in it.
Select a room on the left based on availability to book it.

Outlook will search all the rooms in the room list for the time use has selected and presented with suggested times for any rooms available. If a room is not available, then it will not show up in the list.
In Choose an Available room: pick the room you want and hit send to schedule a meeting.

Benefits

Ability to use the Teams client to book conference rooms
Without room lists, end users are required to manually look for a list of available rooms and select a room based on availability. Room lists will empower users and provide options to them based on time selected.

Observations

RoomLists are only visible with PowerShell. They do not show up in the EAC. You have to run the PowerShell cmdlets to see and add resources.
Anytime we create a new Room we must add this room to the appropriate RoomList (manual effort)
RoomLists are not dynamic — they are static groups.
RoomsLists will only show Rooms that are available at the given date/time of the meeting.

Bonus

If you are in need to export newly created room mailboxes in the last 60 days, no hard feelings. The below command helps to generate the report for you. It needs to be executed in Exchange Online powershell and the days can be modified as you wish.

Get-Mailbox -RecipientTypeDetails roommailbox -ResultSize unlimited | where {$_.WhenCreated -gt (get-date).AddDays(-60)} | Select displayName, Primarysmtpaddress,Recipienttypedetails, WhenCreated | Export-Csv “C:\temp\status.csv” -Notypeinformation

Congratulations! You have learnt how to reserve rooms in Microsoft teams.