MS 365 and Outlook Room Resource

Disclaimer: We noticed that you posted your question in the (tr-tr) region in (English). For your convenience, my response will be in (English), but if you would prefer to use Turkish, please let me know. Thank you for your understanding.

Dear @Giray, 

Welcome to Microsoft Q&A. 

I’m very sorry to hear you’re running into this frustration with the Room Finder. I can imagine how confusing it is to see a room listed as available in green, only for it to flip to red and "busy" the moment you try to select it. 

Based on your description, this typically happens when there is a slight synchronization delay between the "Room Finder" suggested list and the actual live calendar of the room mailbox. Let’s try a few steps to see if we can narrow down why those rooms are appearing as available when they might not be. 

Step 1: Double-check with the Scheduling Assistant 

To help us see exactly what the room's schedule looks like, the Scheduling Assistant is usually the most reliable "source of truth." 

1. In your meeting invite, click on the Scheduling Assistant tab at the top. 
2. Look at the row for the room you are trying to book. 
3. Check if there is even a tiny overlap or a "buffer time" set by your organization. If the room is truly busy during that block, it will show up as red here, which explains why the Room Finder is correcting itself when you click it.

Step 2: Check your Working Hours 

Room Finder can sometimes behave a bit unexpectedly if a meeting is scheduled near or outside of defined working hours. 

1. Could you try testing a room booking during the middle of a standard work day (e.g., 2:00 PM)? 
2. If the room stays green during "core" hours but turns red during early morning or late evening, it might be due to the room's specific "Working Hours" settings configured by your IT administrator. 

Step 3: Verify on Outlook Web 

To see if this is just a glitch in the desktop app, it’s always helpful to check the behavior on the web. 

1. Log in to Outlook.office.com. 
2. Try to book the same room for the same time. 
   1. If it works correctly on the web: Then we know the issue is likely a local cache problem in your Outlook app. 
   2. If it does the same thing on the web: This suggests a configuration or "sync" issue on the server side (often related to Room Lists), which may need 24–48 hours to resolve if your IT team recently made changes. 

I truly hope this helps clarify why the colors are switching and helps you get your meeting booked!  

If the Scheduling Assistant shows the room is free but the Room Finder still turns it red, please let me know so we can look into it further.

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i think the problem is releated with location. how can i set resource rooms location? it must be office.

I noticed that you posted your question in the (tr-tr) region in (English). For your convenience, my response will be in (English), but if you would prefer to use Turkish, please let me know. Thank you for your understanding. 

Hi @Giray, 

Welcome to Microsoft Q&A forum. 

Thank you for reaching out and sharing your concern regarding how new Outlook shows room status when scheduling a meeting. I can totally understand how important is it for rooms status to be consistent. According your concern, I have tested the behavior in new Outlook and encountered same issue as yours. However, when tested again in Outlook on the web (OWA) the issue doesn’t occur on my test environment.  

To resolve the issue, I would recommend trying the following steps: 

1. Re-schedule the meeting using Outlook on the web 

• Go to outlook.office.com, go to Calendar > New event. 
• Re-schedule the meeting room. 
• Click Send. 

2. Contact IT admin 

If the issue persists after using Outlook on the web, I would recommend reaching out to your organizations IT admin and provide them with the following steps to verify how room processes calendar using PowerShell: 

Get-CalendarProcessing -Identity "<room_mailbox_email>"  

Key fields to look at: 

• AutomateProcessing 
• AllowConflicts 
• BookingWindowInDays 
• WorkingHoursStartTime / WorkingHoursEndTime / WorkingHoursTimeZone 

Incorrect working hours or mismatched time zone can cause Teams to interpret the room as unavailable while Outlook still shows it as free. 

If calendar processing settings are correct and the issue persists, your IT admin can also submit a support ticket to Microsoft Support.  

I hope this information is helpful. Please follow the steps above and let me know if it works for you. If not, we can continue working together to resolve the issue through the Microsoft 365 Admin Center. 

Once the ticket is created, a technical support engineer will be able to initiate a secure remote session, review backend configurations, run diagnostics, and escalate the case to specialized engineering teams if necessary. These teams are equipped to perform advanced troubleshooting and provide targeted solutions. 

As moderators, our role is to offer guidance and general troubleshooting steps. Although we do not have access to administrative tools required for backend fixes, we truly appreciate your understanding of these limitations. We hope the information provided helps point you in the right direction, and we are always here to assist as much as possible within our scope. 

For instructions on submitting a support request, please refer to: Get support - Microsoft 365 admin | Microsoft Learn. 

Thank you for your patience and understanding. If you have any questions or need additional assistance, please don’t hesitate to reach out so I can continue to support you. If you found the response useful, please consider marking it as accepted, as this may help other community members who are looking for similar guidance.  

I look forward to continuing the conversation.

If you have extra questions about this answer, please click "Comment". 

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