A Teams Rooms resource account is a Microsoft 365 room mailbox that the Teams Room signs in with. To create one: add a room resource in the Microsoft 365 admin center (or with Exchange Online PowerShell), enable sign-in and set a password that doesn't expire, configure calendar processing so the room auto-accepts invites, and assign a Teams Rooms Basic or Pro license. Then sign in on the device with that account.
Step 1: Create the room mailbox
Microsoft 365 admin center
- Go to Resources > Rooms & equipment and select Add resource.
- Choose type Room, enter a name (for example "NYC-5-Boardroom"), an email address and capacity.
- Save.
Exchange Online PowerShell (useful for many rooms)
New-Mailbox -MicrosoftOnlineServicesID boardroom@contoso.com -Name "Boardroom" -Alias boardroom -Room -EnableRoomMailboxAccount $true -RoomMailboxPassword (ConvertTo-SecureString -String '<password>' -AsPlainText -Force)
The -EnableRoomMailboxAccount $true parameter makes the account able to sign in, which the device needs.
Use a consistent naming scheme that includes site and room. It makes calendars, the admin portals and reports far easier to read. See conference room name ideas.
Step 2: Set the password and sign-in policy
- Set a strong password and turn off password expiration for the room account. An expired password takes the room offline.
- If the account was created in the admin center, make sure sign-in is allowed (resource mailboxes have sign-in blocked by default).
- MFA: interactive MFA prompts don't work on room devices. Exclude room accounts from MFA requirements, or use Conditional Access policies designed for shared devices, such as requiring a compliant device or a trusted location. See Teams Rooms sign-in problems.
Step 3: Configure calendar processing
Set the room to accept meetings automatically and keep meeting details visible on the console:
Set-CalendarProcessing -Identity boardroom@contoso.com -AutomateProcessing AutoAccept -AddOrganizerToSubject $false -DeleteComments $false -DeleteSubject $false -ProcessExternalMeetingMessages $true -RemovePrivateProperty $false
What these do:
| Setting | Why |
|---|---|
| AutoAccept | The room accepts invites, so meetings appear on the console |
| DeleteComments / DeleteSubject false | Keeps the meeting title and join link, which the room needs for one-touch join |
| ProcessExternalMeetingMessages true | Lets the room accept invites from outside your organization (needed for joining Zoom or Webex invites forwarded to the room) |
| RemovePrivateProperty false | Keeps private meetings flagged private |
Consider a mail tip, such as "This room has a Teams Room system," so people know what to expect. See setting up conference rooms in Outlook.
Step 4: Assign a license
Assign a Teams Rooms Basic (free, up to 25 rooms) or Teams Rooms Pro license to the account in the Microsoft 365 admin center under Users > Active users. You may need to set the account's usage location first. See how to assign a Teams Rooms license and license cost.
Step 5: Optional settings
- Teams Phone: if the room should make or receive PSTN calls, assign a phone number (Teams Rooms Pro includes Teams Phone capabilities).
- Room lists: add the room to an Outlook room list for the building so people can find it in Room Finder.
- Policies: apply Teams meeting policies suited to rooms.
Step 6: Sign in on the device
On the Teams Room console or device, sign in with the resource account. Many devices also support signing in with a code from another browser, or remote provisioning from the admin portal. Allow some time for a newly created account and license to sync before the first sign-in; if it fails, wait and try again.
Full walkthrough: how to set up Microsoft Teams Rooms.
Troubleshooting
| Problem | Check |
|---|---|
| "No license found" | License assigned and synced? See license errors |
| Can't sign in | Sign-in blocked, MFA or Conditional Access prompts, expired password |
| Meetings not on the console | Calendar processing settings; see calendar sync failed |
| Meeting titles show the organizer's name | AddOrganizerToSubject set to true |
Related: Microsoft Teams Rooms explained, Teams Rooms requirements and Teams Rooms troubleshooting.
Want rooms that arrive ready to sign in? Ask about our room planning and quotes.
Related guides
- How to Assign a Teams Rooms License to a Room Account
- Join Teams or Zoom from Google Meet hardware
- Join Zoom or Google Meet from a Microsoft Teams Room
- Microsoft Teams Rooms: Hardware, Licenses and Setup
- Teams Rooms on Android: Devices, Features and Limits
- How to Update Teams Rooms App and Firmware Manually
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