If you have a conference room, company car, or equipment that everyone needs to use, then you need to come up with a way to make those resources reservable to everyone. The best way to do that is to create a room or equipment mailbox in Office 365 for each resource. You might create one for your first floor conference room, media equipment, or a moving truck.

Once you create a room or equipment mailbox, everyone in the company can reserve it for meetings or events using Outlook. Learn how to use it and how to set it up on the next two tabs. Here are some other common questions about room and equipment mailboxes.

How can you tell when the room or equipment is available?

Open Outlook and create a new meeting. Add the room or equipment to the meeting as if it were a person and choose Scheduling Assistant to see a live calendar view of the room or equipment's availability. If the hour slot is clear, it's available; if it's blue, it's reserved.

How do you cancel a room or equipment request?

Open the meeting you scheduled in Outlook and then remove the room or equipment from the meeting like you would an attendee. This will free up the room for others to reserve.

Does someone have to accept or decline every room or equipment request?

No, you don't need someone to accept or decline requests. You can decide whether you want to let the room or equipment be automatically booked or managed by someone in your company