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Did you hear of room lists? What is a room list?

A room list is a collection of room mailboxes. Room lists are specially marked distribution groups that you can also use the same way you use ‘regular’ distribution groups. You can only create room lists using the Exchange Management Shell. This article goes over how to create a room list in Exchange. We highly recommend defining room lists to mirror your building layouts, so that the room finder works best.

We wanted to talk about this because we have now released the new room finder experience to Exchange Online Outlook on the web (and you should start seeing it roll out to other Outlook clients over the next few months).

Note: If room lists are not set up, the room finder will not be very useful.

Setting up the city property

If you want to have room list appear under specific cities, you must set the city property for rooms by using Set-Place cmdlet (use the -City property) or places API in Microsoft Graph.

Setting up this properly allows you to see cities under Room Finder, like the following:

1. List of recent room lists that user used or rooms that user booked that belong to those room list.

2. List of all cities where room list (buildings) are located.

RoomFinder01.jpg

Setting up filters

Filters for rooms are also set by using Set-Place cmdlet or places API. Some examples:

1. Capacity of a room (use the -Capacity property)

2. Floor on which the room is located (-Floor property)

3. Define other features a room may have:

  • Several properties that can be used to define the type of a device present in the room: -AudioDeviceName, -DisplayDeviceName and -VideoDeviceName
  • The -IsWheelChairAccessible parameter specifies whether the room is wheelchair accessible

RoomFinder02.jpg

Coming soon: to add more filters, the ‘tag’ property can also be set per room mailbox using Set-Place cmdlet (-Tags property) or places API. The room finder will display the unique tag string value for each room (see the “Bean bags” tag in the above screenshot, as an example.)

Room list FAQ

How can I see a list of all room lists without having to filter by city first or select recent room list?

This functionality is not available today but you can still search for the room list. The Outlook team has acknowledged there is a request to see all room list at once and will consider this request.

Why can’t I see all the cities that my company has a presence in?

There are 2 reasons why this may happen:

  • The city property for a room has not been set or
  • We are working through a bug that causes only a subset of cities to appear for some of our customers; if you have this problem, in a few weeks it will be history

Why is my room list (building) under the wrong city?

This is most likely due to an incorrect city value set for the room. Please review what the city value is for rooms and confirm it is correct.

I see the room finder in Outlook on the web; will the same show up in Outlook for Windows and Mac?

Yes. We are working on releasing this to other Outlook clients.

Do my room mailboxes need to be in Exchange Online for this room finder feature to work?

Yes.

Victoria Rodriguez

25 Comments
Frequent Contributor

Awesome - really like this improved way of finding room. I can only confirm it would be great to be able to see rooms without first selecting city or room list. Also getting this feature to other platforms than "on the web" would be great.

Senior Member

We sync all of our room accounts and room lists over from on-prem AD to Azure. Judging by the notes for set-place cmdlet, this is only working on cloud-based accounts. So what now? I will surely not migrate all of our meetings rooms over to be cloud based.

 

With the new set up, all of our meeting rooms lists in OWA are messed up, but I do not have any way to correct it.

Nice job! (not).

 

Microsoft

Hey @Oliver Weber I've sent you a private message to see how we can solve the issue you are seeing. If you can, please submit a support ticket as well.

Occasional Contributor

Hi,

Why does Microsoft enable those features, then we start adding all information about the rooms: audio and video device names, display device names, floors, buildings... and after few months it's ALL GONE, only capacity is left. Few months work is gone now. How do you expect us to use something and then it clears everything we set up using the Set-Place command?

Occasional Contributor

Any Plans, when this functionality comes to Outlook for Windows?

Occasional Contributor

I had a hard time figuring out which properties can be set at syncronized Accounts from an OnPrem Active Directory with AADSync. Error Message was very unclear. Maybe the Documentation can be updated to be more clear here.

Senior Member

Andres Bohren, could you describe what you found out about this with synchronized accounts? Thanks!

 

Oliver

Frequent Visitor

Thanks for the information. Can you clarify "If room lists are not set up, the room finder will not be very useful.'?

 

What I have found, and I am supporting a customer with this Room Finder as well is that I can find Rooms without needing a Room List in my region. I am in North America. But my client, he just happens to be in Switzerland, does not have this basic functionality. He can launch Room Finder from OWA and it just doesn't find the rooms that we can clearly see in the tenant. It sounds like a bug, maybe it's just a rollout issue

Coincidentally, we have created a Room List and that did not make a difference. Can you comment on the roll-out? Are there know issues with EMEA?

Occasional Contributor

@Oliver Weber

The following Parameters on a synchronized Account can not be set by the Set-Place command. This Information has to be populated in the OnPrem Active Directory. 

[-Street <String>]
[-PostalCode <String>]
[-City <String>]
[-State <String>]
[-Phone <String>]

 

Error in Powershell is not very helpful:

Interner Serverfehler.
+ CategoryInfo : NotSpecified: (:) [Set-Place], TaskException
+ FullyQualifiedErrorId : [Server=DB8PR10MB2683,RequestId=9295499d-707d-485f-912f-1af74cc72cb1,TimeStamp=27.05.202
0 13:11:05] [FailureCategory=Cmdlet-TaskException] 4337D910,Microsoft.Exchange.Management.RecipientTasks.SetPlace
+ PSComputerName : outlook.office365.com

 

[-GeoCoordinates <GeoCoordinates>]

Don't know how to set the GeoCoordinates OnPrem. Did not find an Attribute for that. But honestly not needed, when you populate the Address.

[-CountryOrRegion <CountryInfo>]

And i don't know how to set this one. Sad there is no example how to set that. Tried "CH", "CHE", "756", "de-CH", "Switzerland". The Type "CountryInfo" is a mistery to me. Although it seems to be to be the two Digit CountryCode https://en.wikipedia.org/wiki/List_of_ISO_3166_country_codes

 

Unclear Error Message

PS C:\> Set-Place -Identity SitzungszimmerCloudOnly -CountryOrRegion "Switzerland"
Interner Serverfehler.
+ CategoryInfo : NotSpecified: (:) [Set-Place], TaskException
+ FullyQualifiedErrorId : [Server=DB8PR10MB2683,RequestId=1d189997-80ab-4f37-9941-be7226480420,TimeStamp=27.05.202
0 13:38:07] [FailureCategory=Cmdlet-TaskException] 4337D910,Microsoft.Exchange.Management.RecipientTasks.SetPlace
+ PSComputerName : outlook.office365.com

PS C:\> Set-Place -Identity SitzungszimmerCloudOnly -CountryOrRegion "CH","Switzerland"
Cannot process argument transformation on parameter 'CountryOrRegion'. Cannot convert the
"System.Collections.ArrayList" value of type "System.Collections.ArrayList" to type
"Microsoft.Exchange.Data.Directory.CountryInfo".
+ CategoryInfo : InvalidData: (:) [Set-Place], ParameterBindin...mationException
+ FullyQualifiedErrorId : ParameterArgumentTransformationError,Set-Place
+ PSComputerName : outlook.office365.com

 

[-Label <String>]

Don't know where that is visible. But we have already Display Name, Floor, and FloorLabel. And now another Label. Who needs this?


[-Tags <String[]>]

Tags seem to bee visible in the Hoover Menu. You can use it to show additional Equipment.

 

In my Opinion, there exists already a Propertyset for Additional Equipment with the set-resourceconfig

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

 

At least these  Properties are now shown in Filters 

[-AudioDeviceName <String>]
[-VideoDeviceName <String>]

[-DisplayDeviceName <String>]

[-IsWheelChairAccessible <Boolean>]

 

Also [-Capacity <System.Int32>] and  [-Floor <System.Int32>] can now be filtered. I like that. But in Outlook you currently can't.

 

I hope the Filters comes soon to Outlook for Windows.

 

Regards

Andres

Occasional Contributor

@Andres Bohren 

The Geo Coordinates attribute now also has to be set through on-prem exchange PowerShell. The command is Set-User -Identity alias -GeoCoordinates "14,598643;-12,479087" etc.

What worries me and as I mentioned this already in one of the first messages under this post is:

1. When initially announced every attribute could be set using the Set-Place command even when hybrid was set up. So you could set up the address through this command as I have done numerous times. Then all of a sudden those attributes plus the geo coordinates could not be set through Set-Place command without providing any explanation of the error and no mention of this now being done through on-prem

2. I filled out like 40+ rooms with all the attributes using on-prem exchange powershell and Set-Place command and all was good until sometime before this article was published where ALL I've set was removed and I had to start over and search in mails for details of room attributes that people sent me and I had to set them again. I still am setting some of them.

How to trust those features if they are not even stable or consistent yet.

 

/Krzysztof Sienkiewicz

Occasional Contributor

@Krzysztof Sienkiewicz

Thank's for the Tip with the Set-User -Identity alias -GeoCoordinates "14,598643;-12,479087

 

>Then all of a sudden those attributes plus the geo coordinates could not be set through Set-Place command

>without providing any explanation of the error and no mention of this now being done through on-prem

Communication might be bad here.

But i can understand that Attributes that are synced from On-Prem via AAD Connect have to modified On-Prem like any other Attribute of a synced Accounts.

 

Regards

Andres

Occasional Contributor

@Andres Bohren 

Sure, I also understand that but it doesn't say anywhere in the Microsoft Docs article about the command that for hybrid it works differently. But mainly I have issues with it cause it worked with Set-Place and it stopped at some point and there was no reference to this being the problem. I had a case with Microsoft Support and they could not figure it out for a while, after which they finally told me that and also said geo coordinates can be set using Exchange Powershell in on-prem :)

 

Regards,

Krzysztof Sienkiewicz 

Occasional Contributor

@Krzysztof Sienkiewicz

I have created a GitHub Request to clarify and update the Documentation.

 

https://github.com/MicrosoftDocs/office-docs-powershell/issues/5705

New Contributor

@vrod29 

 

A feature which would be great would be to have a built-in Flag for Team Room Systems in our conference rooms, as well as integrating this with bookings.  

 

It would be great to have a feature included to automatically schedule a Teams meeting if the selected conference room is Teams enabled.

 

Also some additional AI logic would be nice If I Schedule a meeting with more than one person located in the same city / location different from the selected conf room, prompt me to include a conf room at their location.

 

A great deal of our meetings are conducted between 2 conference rooms over Teams.

 

And since I am on a roll...  If Teams had a "Mute all non-Room System participants" function that would be amazing ! ! ! 

 

A current need we experience is to schedule meetings with an available sales people in available conf. rooms and displaying time slots when a person and a room are available.  The mixing of multiple agents and multiple location possibilities can become a headache for our users.

 

Thanks for listening - Thank you for the new features - Hope you are safe and healthy

 

Dustin

New Contributor

The old Room Finder won't let you pick up rooms from multiple locations, has it changed in the new version? The use case is quite common - a video meeting across several locations in an international company.

Microsoft

Thanks to everyone providing feedback. We did update our set-place cmdlet documentation to reflect what is needed for hybrid mailboxes.

 

The following properties must be set with set-user/set-mailbox cmdlet in on-prem environment for hybrid mailboxes.

StreetAddress, City, StateOrProvince, CountryOrRegion, PostalCode, Phone, GeoCoordinates, ResourceCapacity

 

The new room finder does allow for rooms to be selected from multiple locations. But it can not all happen under the same search you must search for a room list/city and select a room and then complete your next search. Multiple locations can not be selected at once.

Occasional Contributor

Hi again,

@vrod29 I noticed a related problem. Previously when setting up GeoCoordinates through on-prem Exchange, it took few days until they were visible in Exchange Online when using Get-Place command. Currently they do not show at all, even after week of waiting, like it doesn't set it from on-prem anymore.

Any ideas?

Kind regards,

Krzysztof Sienkiewicz

Visitor

Pleeeaasse Let us set the image / avatar of the room it would help identify the room. 

It's already there in AzureAD! Just mod a little code and have it retrieve that image! :smile:

@The_Exchange_Team  @vrod29 

 

See how much more fun this would be?!?

RogerMcCann_3-1593269984539.png

 

Occasional Contributor

Hi... again,

I repeat my problem:

@vrod29 I noticed a related problem. Previously when setting up GeoCoordinates through on-prem Exchange, it took few days until they were visible in Exchange Online when using Get-Place command. Currently they do not show at all, even after week of waiting, like it doesn't set it from on-prem anymore.

Any ideas?

Besides that I noticed an addition to the Room Finder filters and actually 2 new attributes in get-place/set-place attributes that seem to be connected to those filters, any info on what exactly that is and how to use it?

Room Finder - new filter.pngSet-Get-Place.png

Kind regards,

Krzysztof Sienkiewicz

Occasional Contributor

Hi,

@vrod29 , I cannot send PM (reached some limit I dunno why), so here is the Ticket number: Ticket #20752531

Microsoft

Awesome feature!
What is the status about this being integrated in Outlook client? Is this new feature as well planned through Teams?

For a better user experience, I think it would be nice to see those feature aligned between the different MS communication tools.

Occasional Contributor

@NikoS68 

Hi, it is already available in outlook desktop if you are using office beta channel. Also you need Edge Beta installed. So probably within few months it will be available in Office production channel.

It looks awesome. I dunno about integration with Teams though.

Occasional Contributor

Hi @Krzysztof Sienkiewicz and @NikoS68 

 

It is now on the Roadmap with ID 54517

 

OutlookRoomFinder_01.jpg

The Type in the OWA Roomfinder is new.

Anyone knows how to create the "Workspace" Room List?

 

OutlookRoomFinder_02.jpg

 

Regards

Andres

Occasional Contributor

@Andres Bohren 

Yes, I saw the roadmap, as for the Workspace type of room, you can set it using Set-Place, I saw a new attribute was added to the command which apparently controls this specific settings, don't remember exactly the attribute name now.

Microsoft should update their MS Docs article about Set-Place command more often, as it did not provide any informaation on this new attribute :p

Frequent Contributor

@The_Exchange_Team I'm wondering the same as @Andres Bohren ;

 

[-Label <String>]

Don't know where that is visible. But we have already Display Name, Floor, and FloorLabel. And now another Label. Who needs this?