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Room mailbox
What is a room mailbox?
A room mailbox is a resource mailbox in Microsoft Exchange that represents a meeting room. It has its own calendar and its own booking rules, so people book the room by inviting it to a meeting in Outlook, and Exchange accepts or declines the request automatically or sends it to a delegate for approval.
What a room mailbox controls
Each room mailbox carries the rules for its room: how far ahead it can be booked, the longest meeting it accepts, whether bookings must fall within working hours, whether recurring meetings and conflicts are allowed, and who may book automatically or must ask a delegate. Desks and other spaces can be set up the same way as workspace mailboxes.
Why it matters
Because the room's calendar lives in Exchange, every tool that respects the room mailbox sees the same bookings. That makes the room mailbox the natural single source of truth for meeting rooms in a Microsoft 365 organization.
How AskCody uses room mailboxes
AskCody does not invent its own room records. It builds on the room and workspace mailboxes in your Exchange organization, so the booking in Exchange is the booking, and the room's own rules apply whether people book with the AskCody add-in or straight in Outlook. Access can be limited to the room and desk mailboxes connected to AskCody. See Microsoft integrations and booking rules and policies.
Frequently asked questions
What is the difference between a room mailbox and a shared mailbox?
A room mailbox is a resource mailbox built for booking a space, with automatic processing of meeting requests. A shared mailbox is for shared email and has no booking rules.
Who sets up room mailboxes?
Usually the IT team or an Exchange administrator, who also sets the booking rules for each room.
Related terms