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How often have you or your users tried to find rooms that are free for your meeting time, your recurring series, that have the capacity and resources you need, and are close to you? Probably enough to acknowledge it can be a bit time consuming, especially if you are creating a recurring event or trying to book multiple rooms in different cities. To help you with this, we are releasing features that make it easier to find and identify the room you need. We also have new features to help you manage your meetings!

Let’s focus first on what the user experience looks like, then we’ll get into how you set this up behind the scenes.

Sometimes you need to find rooms with specific characteristics, and with this new feature you can now search for rooms beyond from the ones we show you. Just click on the location bar, and then go to “Browse more rooms”, this opens a right-side panel where you can search for a room by building and city.

 

Easier Room Booking Graphic 1.png

Sometimes you need a room with specific features. Now, when you are looking for a room with capabilities or trying to accommodate a group of people, you can filter for rooms based on capacity, features, and floor.

 

Easier Room Booking Graphic 2.png

Creating a recurring series already demands a lot of coordination. Outlook has resources to help you with that, the Scheduling Assistant, FindTime, and smart time suggestions. They all help you find a free time slot among your attendees but finding a room that could be booked for the entire recurring series was a little more hectic. We’re making that process easier by showing you when a room is free for the entire series or for how many instances of it so you can book with confidence. This feature is currently only available for first release customers but will be available for all users in time.

 

Easier Room Booking Graphic 3.png

Outlook on the Web will show the rooms available for your series and how many conflicts they have

Book multiple rooms

Not everyone in your meeting works in the same building or even the same city. For those meetings when your team is spread across the world, Outlook lets you book multiple rooms so you can make sure everyone has a good spot for that important call. To do this, go to “Browse more rooms” and search by city, then add the rooms you need.

 

Easier Room Booking Graphic 4.png

What Do You (The Admin) Need to Make this Magic Happen?

The key piece to this new feature is the new Set-Place cmdlet. This cmdlet is only available in Exchange Online, we will not be including this feature in any on-prem versions of Exchange Server.

As the documentation here explains there are multiple properties you can set on a room mailbox that users can then use to filter room per the screenshots above.

For example;

Set-Place -Identity "Conference Room 01" -IsWheelChairAccessible $true -AudioDeviceName PolyCom -VideoDeviceName "InFocus WXGA Projector"

There are many different properties you can set, so put some time in planning those and then once you have them set your users can  use them. Here’s a full list of properties you can set;

 [-AudioDeviceName <String>]
 [-Building <String>]
 [-Capacity <System.Int32>]
 [-City <String>]
 [-CountryOrRegion <CountryInfo>]
 [-DisplayDeviceName <String>]
 [-FloorNumber <System.Int32>]
 [-GeoCoordinates <GeoCoordinates>]
 [-IsWheelChairAccessible <$true | $false>]
 [-Label <String>]
 [-Nickname <String>]
 [-Phone <String>]
 [-PostalCode <String>]
 [-State <String>]
 [-Street <String>]
 [-Tags <String[]>]
 [-VideoDeviceName <String>]

As you can see there are many opportunities here for comedy as well as helpful descriptors. It’s your choice what to do with these.

 

Easier Room Booking Graphic 5.png

Summary

Most of the features are already available to Office and Microsoft 365 users and the remaining ones will be rolling out in the next couple of weeks.

We would love to know if these features help your users plan and manage their meetings or if finding the right rooms is now easier for them.

Please, tell us what you think in the comments below, in our UserVoice channel or using the in-product smile feature.

Thank you!

The Calendaring Team

31 Comments

Not sure I got this part :" As you can see there are many opportunities here for comedy..."

Very welcome, well done Calendaring team. Hits nearly all the calendaring requirements we see from clients, with one exception. People like to see a picture of the room they will be booking, it give them confidence to know all these things these tabs will tell them.
I would also add an admin UI around rooms, roomlists and these new attributes would be very welcome.

Contributor
Appreciate the new feature. Some questions: When the Set-Place command is used, will the custom parameters for rooms be in effect for existing, as well as new rooms? Will the Set-Place command replace the set-calendaring PS command? When will this be available for Outlook 2016? Thank you.
Senior Member

This is great but would be even nicer if they could be configured in the Admin GUI 

Occasional Visitor
"This cmdlet is only available in Exchange Online, we will not be including this feature in any on-prem versions of Exchange Server" :( So thanks for nothing. I can see that Microsoft is actively working on killing Exchange on-premises in the hope, everyone will enter the O365-Train. But be assured: this will not happen...
Established Member

i think this option available only on outlook for web. do we have the same option in outlook client....what we have to do to make it work on outlook client. Most of the users will like this feature but without this feature in outlook client it will make not sense. they cannot login to outlook web if they want to book the room,.,whether room finder will help on outlook client

Regular Visitor

This is awesome! Will we get this functionality in the Outlook client as well? Also, as other have stated, would be nice with an admin gui for this too! Could you post some more information on how the other properties would be used? Eg. if we enter GeoCoordinates, does Outlook (client, web, mobile) do anything with that information to make it easier for users to find the rooms? 

Established Member

You said : here the full list of properties but dont mention -identity. Go to the see the link for better syntax.

Occasional Visitor

Echo my colleague who said "Ohhhh, this is cool."  Implementation design question: What is best practice for indicating a room is Team Room System compatible? 

 

Options seems to be:

  1. Tagging standard and educating end users
  2. Naming convention of audio or video device
  3. User Voice suggestion for new "conferencing system compatibility" attribute

 

 

Occasional Contributor

@Emy LoanzonI had the same thought about adding attributes to existing rooms but the Set-Place cmdlet page helpfully states:

 

"Use the Set-Place cmdlet to update room mailboxes with additional metadata, which provides a better search and room suggestion experience."

Microsoft

Hi everyone. Thanks for your comments and feedback. We are working on getting the admin UI updated to add all the properties listed in set-place cmdlet. Here are some reponses to questions asked.

1. @Emy Loanzon All rooms that are in EXO/AD can be updated with set-place cmdlet. Set-place will be the only way to set metadata properties on rooms. Set-user would no longer be used for room metadata but set-calendar would still be used for everything else. This functionality is only available for O365.

2. We are working on bringing this functionality to Outlook win32 client. @stiansvendsen  @office36578_rocks 

3. @Alain Sylvestre Identity is the unique identifier of a room. In this case it is the email address of the room. We will update documentation to show that.

4. @Jason_Smith_Zurich Good feedback. We can look into adding this as a separate property. For now please just use 'tags' to add 'Teams Enabled'

5. @Ben Dyke Did I answer your question? Please check #1 on this comment. 

Regular Visitor

Is it possible to access capacity and resources these through the Graph API? 

Visitor

One question if I may, please? (it may also be of interest to @stiansvendsen )

 

After adding GeoCoordinates, a thumbnail map of the location appears when hovering over the meeting room to view properties.

 

The pin is in the correct location on the thumbnail according to the GeoCoordinates, however the 'City' is also set on this particular meeting room and when clicking on the map or for directions, it seems to use the 'City' to guess where the centre is, then give directions to here.

A small bugbear possibly but could quite easily end up in people going to the wrong location!

 

Loving the new attributes though, keep it up :cool:

Microsoft

1. Yes. We have a new API in Microsoft Graph called Places API.

2. @jonnyw we use the full address to determine the exact location on the map. If you do not provide full address then there is no way for us to determine where the building is. Let me know if you need help on this. I am happy to help!

Frequent Contributor

Great functionality! I have two questions about it:

  • Searching for buildings is not released yet, is that correct?
  • We have a lot of locations and a lot of room lists. However only a limited set of our room lists is shown in the Browse Rooms option. Is there some limitation we are hitting. Also type ahead does not bring up the other rooms.

One comment: the documentation here: https://docs.microsoft.com/en-us/powershell/module/exchange/mailboxes/set-place?view=exchange-ps talks about the parameter 'FloorNumber' but I believe that must be just 'Floor'?

Occasional Visitor

What's the ETA for Outlook on the desktop and what about the Outlook for IOS/Android client?

Occasional Contributor

@vrod29 Will it also work with Microsoft Teams - when you schedule a meeting using the Team client or the add-in from Outlook client?

Frequent Visitor

Great to see this feature and it will help us to collect the right information as we audit our meeting rooms globally. Appreciate it's a bit old school, but could we have some provision for whiteboards/flip charts in the future?

Contributor

Looking forward to this!!  Any update on when the EXO PowerShell will be updated to be deployed in a better way?  The ClickOnce has to go.  Should be deployed the same way as the new Azure modules.

Regular Visitor
@vrod29 any plans for thorough support for dividing rooms across Exchange? Many facilities have rooms which can be split or combined. We used MailTips to suggest "if you need entire boardroom, please additionally invite room A/B" when a user selects room B/A. However now the majority of meetings are booked inside Teams which doesn't support MailTips. It would be great to have part of the place metadata to express relationships between places.
Regular Visitor
Nickname doesn't work either
Visitor

@vrod29  I think I've worked out my particular problem, although it's quite frustrating.

When you click on the map or the directions link, the Bing Maps URL actually contains the Geo Coordinates but yet doesn't use them. 

 

I've been trialling the Office 365 meeting room configuration for a new building that is currently under construction. Due to the fact that the postcode has been allocated but does not exist on Bing maps, it tries to use just the first section of the postcode and points you to a completely different location.

 

Think this could do with a bit of work otherwise it's very easy to get directions to completely wrong place!

 

One more curio is regarding the DisplayName. I can see this as an attribute when viewing all details using

get-place | fl

, but I cannot set it using set-place.

 

It initially was the same as the DisplayName when using get-mailbox, but now it has become out-of sync.
Originally I called the Room "Meeting room 2 [TEST]" but then renamed it to "Meeting Room 2" using set-mailbox.

The DisplayName attribute displayed after running get-place does not update now, whatever I change it to, and inside the meeting room chooser on Outlook web access, the name shown is still "Meeting room 2 [TEST]"

Is this a bug?

Regular Visitor

Could you please clairify how to enter the geocoordinates? 

 

I'm trying with the geocoordinates in the example but get this back: 

 

 

Set-Place -Identity "Hemmaplan" -VideoDeviceName "Logitech Meetup" -AudioDeviceName "Logitech Meetup" -Floor 4 -PostalCode 21762 -Street "Eric Perssons Väg 21" -CountryOrRegion "Sweden" -City "Malmö" -Building "Malmö Stadion" -GeoCoordinates "47.643546;-122.12316;4385.732"
Cannot process argument transformation on parameter 'GeoCoordinates'. Cannot convert value "47.643546;-
122.12316;4385.732" to type "Microsoft.Exchange.Data.GeoCoordinates". Error: "The latitude specified in
 '47.643546;-122.12316;4385.732' is invalid. Latitude must be a number between -90.0 and 90.0."
    + CategoryInfo          : InvalidData: (:) [Set-Place], ParameterBindin...mationException
    + FullyQualifiedErrorId : ParameterArgumentTransformationError,Set-Place
    + PSComputerName        : outlook.office365.com
Visitor

Hi @Andreas Lännerberg 

 

Just plugging the address details into Bing Maps, it looks like your GeoCoordinates are not correct. Should be 2 numbers separated by a single semicolon.

EDIT: Just realised I ended up right-clicking a few buildings away from the intended location, but hopefully you get the idea :smile:

 

coords.png

Regular Visitor

I am trying with Bing, still not working: 

 

 

Set-Place -Identity "Hemmaplan" -GeoCoordinates "55.584203, 12.987404"
Cannot process argument transformation on parameter 'GeoCoordinates'. Cannot convert value "55.584203, 12.987404" to ty
pe "Microsoft.Exchange.Data.GeoCoordinates". Error: "The geocoordinates in '55.584203, 12.987404' has an invalid format
. You must specify either "latitude;longitude" or "latitude;longitude;altitude". Example: "47.643546;-122.12316" or "47
.643546;-122.12316;4385.732"."
    + CategoryInfo          : InvalidData: (:) [Set-Place], ParameterBindin...mationException
    + FullyQualifiedErrorId : ParameterArgumentTransformationError,Set-Place
    + PSComputerName        : outlook.office365.com
Microsoft
 

The issue with Set-Places is separating the values with a comma instead of a semicolon.

"55.584203, 12.987404" Fails

"55.584203; 12.987404" Works

 

I have asked the Dev team if we can accept either or make the error msg more clear.

Thanks

 

 

Regular Visitor

Hi Shanefe, 

Thank you for the help, but it still fails: 

 

 

Set-Place -Identity "Hemmaplan" -GeoCoordinates "55.584203; 12.987404"
Cannot process argument transformation on parameter 'GeoCoordinates'. Cannot convert value "55.584203; 12.987404" to ty
pe "Microsoft.Exchange.Data.GeoCoordinates". Error: "The latitude specified in '55.584203; 12.987404' is invalid. Latit
ude must be a number between -90.0 and 90.0."
    + CategoryInfo          : InvalidData: (:) [Set-Place], ParameterBindin...mationException
    + FullyQualifiedErrorId : ParameterArgumentTransformationError,Set-Place
    + PSComputerName        : outlook.office365.com

 

I am in Sweden and have Swedish keyboard settings, could that have any affect? 

Visitor

There doesn't need to be a space following the semicolon. Can you try 

Set-Place -Identity "Hemmaplan" -GeoCoordinates "55.584203;12.987404"
Regular Visitor

Same thing: 

 

Set-Place -Identity "Hemmaplan" -GeoCoordinates "55.584203;12.987404"
Cannot process argument transformation on parameter 'GeoCoordinates'. Cannot convert value "55.584203;12.987404" to typ
e "Microsoft.Exchange.Data.GeoCoordinates". Error: "The latitude specified in '55.584203;12.987404' is invalid. Latitud
e must be a number between -90.0 and 90.0."
    + CategoryInfo          : InvalidData: (:) [Set-Place], ParameterBindin...mationException
    + FullyQualifiedErrorId : ParameterArgumentTransformationError,Set-Place
    + PSComputerName        : outlook.office365.com
Microsoft

@Andreas Lännerberg 

I have tried a Copy and paste of both your coordinates and JonnyW's, and both work fine on my setup.
Can you share your regional settings and/or switch to US Eng to see if that solve the issue and let us know?
 
 
From the error they system seem to be processing the "." differently than on our system.  
 
 
 
 
Regular Visitor

Hi!

That was the problem, I had Swedish regional settings and that was not letting me push it in that forward. Should I report it somewhere or should I consider it reported here? :)