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Room list and Room Finder
What is a room list?
A room list is a special distribution group in Microsoft Exchange that groups room and workspace mailboxes, usually by building or floor. Room Finder in Outlook uses room lists to let people browse and filter rooms, for example by city, capacity and floor, and book one by adding it to the meeting.
How Room Finder works
An Exchange administrator creates the room mailboxes, sets properties such as city, floor and capacity, and adds the rooms to room lists. Room Finder then shows the lists as buildings and lets people filter by those properties. Microsoft recommends keeping each room list to one building and a manageable number of rooms, and is moving toward its newer Places finder, which browses by building and floor instead of room lists.
Are room lists enough?
For a small office, room lists and Room Finder may be all people need. In larger organizations the gaps show: everyone sees every room, including rooms they may not book, there is no way to order catering or register guests with the booking, and rooms held by meetings nobody attends are not released.
How AskCody builds on room lists
AskCody uses the same room mailboxes in Exchange and adds what Room Finder does not cover. In the AskCody Bookings add-in, people filter rooms by location, purpose, equipment and the attendee count from the invite, and resource groups linked to Entra ID show people only the rooms they may book. See add-ins for Outlook.
Frequently asked questions
Do room lists control who can book a room?
No. A room list only groups rooms for browsing. Who can book is set on each room mailbox.
Why does a new room not show up in Room Finder?
It must be in a room list and have its properties set, and Microsoft notes that changes can take 24 to 48 hours to appear.
Related terms