Adding conference rooms to Exchange Server

Create a new Active Directory user

You want to start by adding a user to Active Directory (i assume you are a domain admin, so this should be no problem…).  Name the user after the conference room.

Add the users to your Outlook Profiles

You’re going to need to log in as the new user in Outlook.  First, add the profiles so that you can choose between them when Outlook starts.  You do this through Control Panel > User Accounts > Mail > Click ‘Show Profiles’ > Click ‘Add’.  Done.

Alternatively, you can just log on to the AD account, and set up Outlook for this user.

Log in as the user & set things up

Now you’re going to open Outlook and choose the conference room profile when prompted.  Go to Tools > Options.  In the Calendar options uncheck ‘Default Reminder’ and set the hours that the conference room is normally available.  Click on ‘Resource Scheduling’ and check all three checkboxes (or just the first two, depending on the situation).  You may also want to click on ‘Set Permissions’ and define who can do what with this conference room.  Click ‘OK’ and then click ‘OK’ again on the next checkbox.

Book the meeting

Booking the meeting is easy, just make a new meeting, add users, and add the conference room into ‘resources’.