Microsoft 365
Setup Guide
Connect The Room Display to Outlook Calendar for your meeting rooms
Sign In with Microsoft (Quick Setup)
Up and Running in 2 Minutes
Just sign in with your Microsoft 365 account. The app works immediately with basic functionality. For the best experience, have your IT admin enable direct room access (takes 2 minutes).
Choose Microsoft 365
Select Microsoft 365 as your platform, then tap Sign in with Microsoft.
Sign In and Grant Permissions
Sign in with your Microsoft 365 account. You'll be asked to approve calendar access and room discovery permissions.
Admin consent: The first time someone in your organization signs in, an admin may need to consent to the room discovery permission (Place.Read.All). Without this, you can still use the app by entering room email addresses manually.
Select Your Room and Save
Fetch rooms, select your meeting room from the dropdown, and tap Save.
Direct Room Access (Recommended)
Why Enable Direct Room Access?
Without direct access, bookings are created on the signed-in user's personal calendar and the room receives an invitation — this works but there's a 1-2 minute delay before the booking appears on the room display. With direct access, bookings are created directly on the room's calendar and appear instantly.
Grant Mailbox Permissions
An Exchange admin needs to grant the signed-in user Full Access to the room mailbox. This is a one-time setup per room. Choose either method:
Option A: Exchange Admin Center (No PowerShell)
- 1. Go to Exchange Admin Center → Recipients → Resources
- 2. Click on the room (e.g. "Conference Room A")
- 3. Go to the Delegation tab
- 4. Under Full Access, click Edit
- 5. Add the user account that's signed into The Room Display
- 6. Click Save
Option B: PowerShell
Connect to Exchange Online PowerShell and run:
Add-MailboxPermission `
-Identity "room@yourcompany.com" `
-User "admin@yourcompany.com" `
-AccessRights FullAccess `
-AutoMapping $false-AutoMapping $false prevents the room from appearing in the user's Outlook sidebar.
To grant access for all rooms at once:
Get-Mailbox -RecipientTypeDetails RoomMailbox | ForEach-Object {
Add-MailboxPermission `
-Identity $_.Identity `
-User "admin@yourcompany.com" `
-AccessRights FullAccess `
-AutoMapping $false
}After granting access: The app automatically detects direct room access on the next refresh. You'll see events appear instantly and bookings will be created directly on the room's calendar. No app reconfiguration needed.
Creating Room Mailboxes
Meeting rooms in Microsoft 365 are represented as room mailboxes. These must be created before The Room Display can discover them.
Create a Room via Microsoft 365 Admin Center
- 1. Go to Microsoft 365 Admin Center → Resources → Rooms & equipment
- 2. Click Add resource
- 3. Select Room as the resource type
- 4. Enter a name (e.g. "Conference Room A") and an email address
- 5. Optionally set capacity, building, and floor
- 6. Click Save
Propagation delay: New room mailboxes typically take a few hours to become discoverable via the API, but can take up to 24-48 hours. If your room doesn't appear yet, enter the room's email address manually during setup.
Admin Consent for Room Discovery
The app uses the Place.Read.All permission to automatically list all rooms in your organization. This permission requires one-time admin consent.
How to Grant Admin Consent
There are two ways:
- During sign-in: When a Global Administrator signs into the app, they'll see a consent prompt that includes "Consent on behalf of your organization". Check this box and approve.
- Via Azure Portal: Go to Microsoft Entra → Enterprise Applications, find "The Room Display", go to Permissions, and click Grant admin consent.
Without admin consent: The app still works — you'll just need to enter room email addresses manually instead of using auto-discovery.
Troubleshooting
"No room calendars found"
Solution: An admin needs to grant consent for the Place.Read.All permission (see above). Alternatively, enter the room email address manually. Also check that room mailboxes exist in Microsoft 365 Admin → Rooms & equipment.
Bookings take 1-2 minutes to appear
Solution: This happens when the app doesn't have direct room access. Enable direct room access by granting the signed-in user Full Access to the room mailbox. After that, bookings appear instantly.
"Need admin approval" during sign-in
Solution: Your organization requires admin consent for new apps. Ask a Global Administrator to sign in first and approve on behalf of the organization, or have them grant consent via the Azure Portal.
"Failed to load events" or calendar errors
Solution: Verify the room mailbox exists and has had time to propagate (up to 24-48 hours for new rooms). Try signing out and signing in again to refresh your access token. Check that you granted calendar permissions during sign-in.
Room not auto-accepting bookings
Solution: Room mailboxes should auto-accept bookings by default. If not, check the room's booking settings in Exchange Admin Center → Resources. Click the room, then verify that Auto-accept meeting requests is enabled.