Resource Mailbox: Add a Room or Equipment to a Meeting

Outlook for Windows 

To open a Resource Mailbox Room in Outlook for Windows, please follow one of the methods below. In order to see newly added Users or Rooms, you may need to manually update the Global Address List (GAL).

From a Meeting

  1. On the Home tab, choose New Items > Meeting. Alternatively, from your Calendar, just choose Meeting.
  2. In the To field, type the name of the conference room or equipment that you want to reserve, in addition to any attendees whom you want to invite. Alternatively, click To and double-click the conference room or equipment from the list. Click OK.
  3. In the Subject line, type the purpose of the reservation or meeting.
  4. Change the Location (if necessary).
  5. Change the Start time and End time or choose All day event. To make the meeting or reservation repeat, choose Recurrence at the top.
  6. Type a message describing the purpose and attach any files if needed.
  7. To make sure that the room, equipment, and people whom you have invited are available, choose Scheduling Assistant at the top. Select an available time in the calendar.
  8. Choose Send when finished.

From an Open Calendar

  1. From the Calendar pane, on the Home tab, select Open Calendar > From Room List under the Manage Calendars group.
    • Room: Under Address Book, choose All Rooms. (This will list all available Resource Mailbox Rooms.)
    • Equipment:  Under Address Book, choose All Equipment. (This will list all available Resource Mailbox Equipment.)
  2. You can then either double-click on the Room/Equipment you want to choose and it will appear in the Rooms/Equipment field at the bottom of the screen, or you can highlight the Room/Equipment and then select the Room button to add it to the Room field.
  3. Select OK.
  4. The Resource Mailbox Room/Equipment you have chosen will appear under Rooms in your Calendar lists.

Outlook for Mac

  1. Open Outlook and log in with your own credentials.
  2. From the Tools menu, select Accounts.
  3. In the Accounts dialog box, click the small plus sign (in the lower-left corner of the dialog box), then select New Account. A Set Up Your Email dialog box will open.
  4. For Email, enter the address of the resource account, including at the end; example:
  5. Click Continue. A UTK-branded authentication dialog box will open with the resource account's email address displayed.
  6. Change the email address to your own NetID-based email address. This is where users most frequently make a mistake. Be sure to change this address.
  7. For Password, enter the password you use with your NetID.
  8. Click Sign in. You'll see a success screen where you can click Add Another Account or Done. Repeat steps 4-8 if adding additional accounts.
  9. Close the Accounts dialog box.

Outlook on the Web

  1. Log in to Outlook on the Web.
  2. Select the app launcher grid in the upper left corner.
  3. Choose Calendar.  Note:  if you do not see the calendar, choose All apps > Calendar.
  4. Choose Add calendar.
  5. Choose Add from directory, enter the address of the calendar, chose which heading to place the calendar, then click Add.


  • There is also another option to add a meeting to the Resource Mailbox Room calendar. If the Resource Mailbox Room is selected under the Rooms list in your calendar list, the room will automatically be added to your meeting if you choose New Meeting > New Meeting with All.
  • When adding a room to an existing meeting, add it from that meeting instead of creating a new meeting.
  • Once a meeting has been created, you will delete/modify it from your own calendar rather than from the Room Calendar.
  • The name of the Meeting Organizer is the primary information displayed for a Room Calendar meeting instead of the meeting Subject.  However, you can mouse over to see the subject.
  • To add a Room to your Rooms list (like Other Calendars for PFs) on the Calendar windows, select Open Calendar in the Manage Calendars Group > From Room List > Find and select your room and click OK.


Article ID: 135337
Thu 8/19/21 2:38 PM
Fri 7/28/23 8:38 AM
Microsoft Outlook