Outlook Create Account
Sofie Kovalcheck
This article provides steps to create resource accounts for shared spaces and devices, and it includes steps to configure resource accounts for Microsoft Teams Rooms on Windows, Teams Rooms on Android, Teams Rooms on Surface Hub, and hot-desking on Teams displays.
Microsoft 365 resource accounts are mailbox and Teams accounts that are dedicated to specific resources, such as a room or projector. These resource accounts can automatically respond to meeting invites using rules you define when they're created. For example, if you have a common resource such as a conference room, you can set up a resource account for that conference room that will automatically accept or decline meeting invites depending on its calendar availability.
Microsoft 365 resource accounts aren't the same as Teams resource accounts. Teams resource accounts can be used with call queues and auto attendants to accept phone calls from external phone numbers. Microsoft 365 resource accounts are tied to an Exchange Online mailbox and enable booking of shared resources, such as rooms, projectors, and so on.
In the next step you'll create a resource account for your Teams Rooms console. Before you do that, you need to purchase a license because each resource account you want to associate with a Teams Rooms console needs a Teams Rooms license.
Follow the steps below to purchase a Teams Rooms Basic or Teams Rooms Pro license that you can assign to a resource account in a later step. For a comparison between the Teams Rooms Basic and Teams Rooms Pro licenses, see Teams Meeting Room Licensing Update.
If you have multiple Teams Rooms consoles, we recommend that you purchase a Teams Rooms Pro license for each of your consoles. The Teams Rooms Pro license enables more advanced remote management and analytics for Teams Rooms, enabling you to create a more consistent and robust Teams Rooms and meeting experience.
You can purchase a Teams Rooms Basic license for a Teams Rooms console and later change the license for that console to Teams Rooms Pro. First make sure you have an available Teams Rooms Pro license and then follow the instructions in Change the apps and services a user has access to.
Each Microsoft Teams Rooms device needs its own resource account. The resource account is the account the Teams Rooms device logs into and is what users in your organization invite to book the Teams Room.
When naming your resource accounts, we recommend using a standard naming convention to the beginning of the e-mail address. This will help with creating dynamic groups to ease management in Microsoft Entra ID. For example, you could use "mtr-" for all resource accounts that will be associated with Microsoft Teams Rooms.
Requiring users to change the password on a shared device will cause sign in problems. Uncheck Require this user to change their password when they first sign in, and select Reset password.
If you're in an Exchange hybrid configuration, you need to add an email address for your on-premises domain account. See Sync on-premises and Office 365 user accounts directories for more information.
If you're in an Exchange hybrid configuration, you'll also need to add an email address for your on-premises domain account. See Sync on-premises and Office 365 user accounts directories for more information.
If you're creating this account for Teams Room on Surface Hub, you should also enable ActiveSync on this account. This will allow you to send e-mail directly from the Surface Hub, which you can use for features like Whiteboard. See Applying ActiveSync policies to device accounts (Surface Hub) to learn more.
If you're only using this resource account to book space and automatically accept or decline invitations, you've completed the set up. If you're using this resource account for PSTN calling, see Microsoft Teams add-on licenses to determine what license it needs.
You can improve your Teams Rooms meeting experience by customizing how the resource account responds to, and processes, meeting invitations. Using Exchange Online PowerShell, you can set the following resource account properties:
DeleteComments: $false Keep any text in the message body of incoming meeting requests. This is required to process external Teams and third-party meetings to provide One Touch Join experience.
ProcessExternalMeetingMessages: $true Specifies whether to process meeting requests that originate outside the Exchange organization. Required for external Teams meetings and third-party meetings.
Like any Microsoft 365 account, a newly created resource account's password is set to expire automatically after a period of time. However, if the resource account password expires, the Teams Rooms device it's signed into won't be able to sign in again after the expiration date.
Setting Password never expires is a requirement for shared Microsoft Teams devices. If your domain rules prohibit passwords that don't expire, you'll need to create an exception for each Teams device resource account.
After you create the resource account, you need to assign a license to it. The resource account needs a Microsoft Teams Rooms Basic or Teams Rooms Pro license to sign into a Microsoft Teams Rooms device. For more information, see Microsoft Teams Rooms licenses.
Microsoft Teams Rooms Basic and Microsoft Teams Rooms Pro are the two available SKUs for shared meeting room devices, including Teams Rooms. A Teams Shared Device license is required for Teams displays with hot-desking.
You may need to apply custom network, bandwidth, or meeting policies to this account. For more information on network and bandwidth policies, see Meeting policy settings for audio & video. For Teams Rooms, we recommend you set the meeting policy bandwidth to 10 Mbps.
For collaboration purposes, turn on PowerPoint Live, Whiteboard, and shared notes. It is recommended that you enable the meeting policy setting "Meet now in private meetings". You may want to create a meeting policy to adjust participants and guest settings for Teams Rooms. For example, review the lobby settings such as which attendees to automatically admit to meetings. For more information on Teams meeting policies, see Manage meeting policies in Microsoft Teams.
Exchange room lists and Outlook Places are used to control which resource accounts (and therefore the Teams Rooms they're associated with) appear in Outlook's Room Finder. Room Finder is an Outlook feature that helps users find rooms that are near them, available for reservation, and meet other criteria such as the availability of a display.
Room lists are a special type of Exchange distribution group that let you group resource accounts (and therefore the Teams Rooms they're associated with) together in a meaningful way. For example, you might want to create room lists for all the rooms in each building on your campus.
Using a combination of room lists and place attributes selected by a user, Room Finder in Outlook will show a list of rooms available to them for reservation. To make the best use of room lists and places, create room lists based on a place attribute, such as building. For example, set the city and building place attributes for each resource account, and then add each resource account to a building room list. When a user tries to choose a room to reserve, Outlook will show a list of cities and the room lists available in each of those cities.
Each resource account needs to have its place attributes set. If these attributes, especially city, building, and capacity, aren't set, those rooms won't show up as available options for reservation even if a room list contains them.
Important: When you create a Google Account for your business, you can turn business personalization on. A business account also makes it easier to set up Google Business Profile, which helps improve your business visibility and manage your online information.
If you signed in to any Google product before, such as Gmail, Maps, or YouTube, you already have a Google Account. You can use the same username and password you created to sign in to any other Google products.
If you can't remember that you signed in and would like to check if you have an account, enter your email address. You'll find a message if there isn't a Google Account associated with your email address.
If your organization uses a hybrid Exchange environment, you should use the on-premises Exchange admin center to create and manage shared mailboxes. See Create shared mailboxes in the Exchange admin center
If you're not sure if you should create a shared mailbox or a Microsoft 365 group for Outlook, see Compare groups for some guidance. It's not possible to migrate a shared mailbox to a Microsoft 365 group.
Create shared mailboxes so a group of people can monitor and send email from a common email addresses, like in...@contoso.com. When a person in the group replies to a message sent to the shared mailbox, the email appears to be from the shared mailbox, not from the individual user.
Shared mailboxes include a shared calendar. Your team can use the shared calendar as a place for everyone to enter their appointments. For example, if you have 3 people who do customer visits, all can use the shared calendar to enter the customer visit information.
If you need help with the steps in this topic, consider working with a Microsoft small business specialist. With Business Assist, you and your employees get around-the-clock access to small business specialists as you grow your business, from onboarding to everyday use.
Under Next steps, select Add members to this mailbox. Members are the people who will be able to view the incoming mail to this shared mailbox, and the outgoing replies.
Full Access: The Full Access permission lets a user open the shared mailbox and act as the owner of that mailbox. After accessing the shared mailbox, a user can create calendar items, read, view, delete, and change email messages, and create tasks and calendar contacts. However, a user with Full Access permission can't send email from the shared mailbox unless they also have Send As or Send on Behalf permission.
d3342ee215