Meeting room resource in outlook - suspend use without deleting

Copper Contributor



We have recently been flooded and some meeting rooms are not usable and time scale for being usable currently unknown. I do not want to delete the resource but I do want to stop anyone being able to book the resource, I can not see a way in the admin portal to do this - any help much appreciated.



1 Reply

Hi @SH0lm3s,

you can try these methods to suspend a meeting room resource in Outlook without deleting it:

1. Hide the resource mailbox from the Global Address List (GAL). This will prevent users from seeing the resource mailbox when they search for meeting rooms in Outlook. To do this:

  • Go to the Exchange admin center.
  • Navigate to Resources
  • Select the room mailbox you want to suspend.
  • Under General, uncheck the box next to Show this from the Global Address List.
  • Click Save.

2. Setting it to be "Out of Service" or "Unavailable."
Here's how you can do this:

Access the Resource Calendar:

  • Log in to your Outlook account with administrative privileges.
  • Navigate to the calendar that represents the meeting room resource you want to protect.
  • Create a New Meeting:
    • In the resource calendar, create a new meeting at a time when you want to prevent bookings.
    • Set the Meeting subject (Name) as "Out of Service" or "Unavailable"

The default policy for a resource mailbox is to autodecline all the bookings when the resource mailbox is allready booked. In this cas nobody else could book a meeting in the time your meeting is booked.

Auto Accept and Decline when scheduling a Room Resource. - Microsoft Community Hub

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Kindest regards,

Leon Pavesic