How to configure the new Room Finder in Outlook

Here, are the details for settings.

1. Requirements

1.a - Minimal Outlook version client

The new Room Finder was first available in Outlook for Microsoft 365 starting in Version 2012 (Build 13530.20316). https://support.microsoft.com/en-us/office/use-the-scheduling-assistant-and-room-finder-for-meetings-in-outlook-2e00ac07-cef1-47c8-9b99-77372434d3fa

1.b - Minimal Windows component WebView2 installed

• Installation check on Windows
• Search “WebView2” in Settings\Apps & features

• install component WebView2 if missing in Windows (https://docs.microsoft.com/en-us/microsoft-edge/webview2/concepts/distribution#understanding-the-options-at-the-runtime-download-page)

1.c - Set on "Outlook on the web"

REQUIRED for Outlook client otherwise error 401 and no Room Finder display !

Set with PowerShell for enables Outlook on the web for the mailbox of Adele Vance : Set-CASMailbox -Identity "Adele Vance" -OWAEnabled $true

2. Settings

Example With 3 RoomList.

And 2 rooms for same City !

Phase 1 - Create distribution list (By Admin Exchange or PowerShell)

Phase 2 - Set transform DL to RoomList (By PowerShell only)

• Set-DistributionGroup -Identity Email address removed -RoomList
• Set-DistributionGroup -Identity Email address removed -RoomList
• Set-DistributionGroup -Identity Email address removed -RoomList

Phase 3 - Verify RoomList

Get-DistributionGroup -ResultSize Unlimited | Where {$_.RecipientTypeDetails -eq "RoomList"} | Format-Table DisplayName,Identity,PrimarySmtpAddress –AutoSize

Phase 4 - Set attach resource Room to RoomList

• Add-DistributionGroupMember -Identity Email address removed -Member Email address removed
• Add-DistributionGroupMember -Identity Email address removed -Member Email address removed
• Add-DistributionGroupMember -Identity Email address removed -Member Email address removed

Phase 5 - Verify Distribution Group Member for Room List

Get-DistributionGroupMember -Identity Email address removed

You can check by the Global Adress Library in Outlook. Replication is fast.

Phase 6 - Set Metadata resource Room

ATTENTION : the syntax of your PowerShell command is VERY IMPORTANT otherwise the RoomList will not be displayed in Outlook. BUT it will be displayed in the GAL anyway !!!

For metadata "City"

ATTENTION : If the value contains spaces, enclose the value in quotation marks (") (https://docs.microsoft.com/en-us/powershell/module/exchange/set-place?view=exchange-ps)

• Set-Place -Identity Email address removed -City Paris
• Set-Place -Identity Email address removed -City Paris
• Set-Place -Identity Email address removed -City Saint-Ouen' 'Aumône

For metadata "Capacity"

• Set-Place -Identity Email address removed -Capacity 1
• Set-Place -Identity Email address removed -Capacity 2
• Set-Place -Identity Email address removed -Capacity 3

For metadata "Floor"

• Set-Place -Identity Email address removed -Floor 1
• Set-Place -Identity Email address removed -Floor 2
• Set-Place -Identity Email address removed -Floor 3

 Verify setting

Get-Place -Identity Email address removed | Format-List

https://docs.microsoft.com/en-us/powershell/module/exchange/set-place?view=exchange-ps

Phase 7 - Set items to add filters in Room List (Optional)

In Outlook

By Admin Exchange

3. Replication settings to Outlook

ATTENTION

It takes 24-48 hours to display the RoomLists in the new "Modern" Room Finder.

This is still the same replication time if you update the RoomList and add, delete or rename a resource Room.

But the replication of the settings will be visible BEFORE in the Global Adress Library.