How to share Microsoft 365 resources (in our case meeting rooms) with external domain?

Question

How to share Microsoft 365 resources (in our case meeting rooms) with external domain?

Aydin Yusifov 0

Hello. We have 2 meeting rooms in the Microsoft 365 admin center -> resources -> rooms&equipments. We want to share them with other company's users, whith whom we do not have any trust relationships, so they can see which rooms are available and which aren't, also reserve their own meetings if they need. We need synchronization. The addresses of the meeting rooms don't exist as a standalone mailbox.

The only thing we have tried is to make an organizational sharing in the Exchange admin center -> Organizaiton -> sharing. Here we added a new organizational sharing. But it didn't work.

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Answer 1

Hello @Aydin Yusifov

To allow an external user to book a meeting room resource directly, the room mailbox must first be configured to process meeting requests from external senders.

This requires an administrator account with at least the Exchange Administrator role. Please run the following commands in Exchange Online PowerShell:

Connect-ExchangeOnline  

Set-CalendarProcessing -Identity "Lavender" -ProcessExternalMeetingMessages $true

In the example above, "Lavender" is the display name of the room resource. Please replace it with the appropriate room name if necessary.

Once this configuration has been applied, the external user can create a Teams meeting (or Outlook meeting invitation) and add the room's email address as an attendee/resource. The room mailbox should then process the request in the same way as it does for internal users, subject to the room's booking policies and availability.

Could you please give this a try and let me know the outcome? I look forward to hearing from you.

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