How to Enable Meeting Rooms in Room Finder in Microsoft 365

Microsoft 365 provides a feature called Room Finder in Outlook and Microsoft Teams, which helps users easily locate and book available meeting rooms. To ensure that meeting rooms appear in Room Finder, administrators must configure Meeting Rooms correctly in Exchange Online.

Frequently Asked Questions
 

Do I need to create a distribution group and add all the rooms there first?

Yes, you need to create a room list, which is a special type of distribution group in Microsoft 365. Room Finder in Outlook pulls room lists, not individual room mailboxes, so creating and assigning rooms to a room list is essential.

Why Create a Room List?

Outlook’s Room Finder relies on room lists to display available rooms based on location.

Without a room list, rooms may not show up in Room Finder, even if they exist in Exchange Online.

Steps to Add All Rooms to Room Finder

Step 1. Log in to PowerShell Exchange Online with Admin credentials.

Step 2. Create a Room List (Distribution Group with RoomList Type).

New-DistributionGroup -Name "All Meeting Rooms" -RoomList

Step 3. Add All Room Mailboxes to the Room List.

If you have all the room email addresses in a CSV file (rooms.csv), use.

$rooms = Import-Csv "C:\path\to\rooms.csv"
foreach ($room in $rooms) {
    Add-DistributionGroupMember -Identity "All Meeting Rooms" -Member $room.RoomEmail
}
# If you want to add all existing room mailboxes dynamically:
$allRooms = Get-Mailbox -RecipientTypeDetails RoomMailbox
foreach ($room in $allRooms) {
    Add-DistributionGroupMember -Identity "All Meeting Rooms" -Member $room.PrimarySmtpAddress
}

Step 4. Verify That Rooms Were Added Successfully

Get-DistributionGroupMember -Identity "All Meeting Rooms"

Step 5. Ensure Room Mailboxes Have Locations Set (Optional but Recommended).

After adding these, all rooms are visible on Outlook calendar as below.

Note. This can only be configured via PowerShell.