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How do I add a Resource Mailbox room or equipment to a meeting in Outlook 2016?

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To add a meeting to a Resource Mailbox Room or Equipment within your Calendar in Outlook 2016, please follow the instructions below. In order to see newly added Users or Rooms, you may need to manually update the Global Address List (GAL).

  1. On the Home tab, choose New Items > Meeting. Alternatively, from your Calendar, just choose Meeting.
  2. In the To field, type the name of the conference room or equipment that you want to reserve, in addition to any attendees whom you want to invite. Alternatively, click To and double-click the conference room or equipment from the list. Click OK.
  3. In the Subject line, type the purpose of the reservation or meeting.
  4. Change the Location or leave it as it is.
  5. Change the Start time and End time or choose All day event. To make the meeting or reservation repeat, choose Recurrence at the top.
  6. Type a message describing the purpose and attach any files if needed.
  7. To allow others to join online or call into the meeting, click Skype Meeting.
  8. To make sure that the room, equipment, and people whom you have invited are available, choose Scheduling Assistant at the top. Select an available time in the calendar.
  9. Choose Send when finished.


  • There is also another option to add a meeting to the Resource Mailbox Room calendar. If the Resource Mailbox Room is selected under the Rooms list in your calendar list, the room will automatically be added to your meeting if you choose New Meeting > New Meeting with All.
  • When adding a room to an existing meeting, add it from that meeting instead of creating a new meeting.
  • Once a meeting has been created, you will delete/modify it from your own calendar rather than from the Room Calendar.
  • The name of the Meeting Organizer is the primary information displayed for a Room Calendar meeting instead of the meeting Subject.  However, you can mouse over to see the subject.
  • To add a Room to your Rooms list (like Other Calendars for PFs) on the Calendar windows, select Open Calendar in the Manage Calendars Group > From Room List > Find and select your room and click OK.

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