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AdamsSimon-0597 avatar image
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AdamsSimon-0597 asked YukiSun-MSFT commented

Report of Meeting Room Availability

Hi

We need to way to see an overview of meeting room bookings, for when they need to be re-arranged to make room for a meeting that, say, needs a room for a whole day. Is there not a way to cycle through each room in a room list, by hour, and extract the organiser name of the first listed meeting during that hour, and push that into a CSV file? That would then let you know if the room is available for that hour, and if not who could move it if necessary?

I've searched and found hundreds of people asking for something like this, as it must be a common need, but no solutions. Is it just not possible with Exchange Online?

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YukiSun-MSFT answered YukiSun-MSFT commented

Hi @AdamsSimon-0597,

To the best of my knowledge, I'm afraid it's not feasible to be realized with the native features available in Exchange Online.

That being said, personally I'd recommend considering the method below as an alternative. Let's say we want User1 to be able to monitor the availability of the meeting rooms, we can use the following steps so that User1 can track the status of the rooms in Outlook:

1.Prepare a CSV file similar to the below, list all the rooms' calendar folder you would like User1 to monitor:
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2.Connect to Exchange Online Powershell, run the following command to grant user1 the LimitedDetails permission on the room calendar folders specified in the CSV file:

  Import-Csv "C:\RoomCalendarList.csv" | foreach {Add-MailboxFolderPermission -Identity $_.Room -User user1 -AccessRights LimitedDetails}

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3.Then User1 can open the rooms' calendar in Outlook via Open Calendar > From Room List, hold down Shift or Ctrl key to select multiple rooms, click Rooms, OK. In this way, User1 would be able to view the availability of the rooms and the organizer of each meeting:

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Hi @AdamsSimon-0597,

Just checking in to see if above information was helpful. If you have any questions or need further help on this issue, please feel free to post back.


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