Create resource accounts for rooms and shared Teams devices - Microsoft Teams (2023)

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This article provides steps to create resource accounts for shared rooms and devices, and 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 screens.

Microsoft 365 resource accounts are mailbox and team accounts associated with specific resources, such as a room or a projector. These resource accounts can automatically respond to meeting invitations using rules that you define when you create them. For example, if you have a shared resource, such as a meeting room, you can set up a resource account for that meeting room that automatically accepts or declines meeting invitations based on calendar availability.

Each resource account is unique to a single Microsoft Teams Rooms installation or Teams display hot-desking deployment.


Microsoft 365 resource accounts are not the same as Teams resource accounts. Teams resource accounts can be used with call queues and auto attendants to take calls from external phone numbers. Microsoft 365 resource accounts are linked to an Exchange Online mailbox and allow you to book shared resources such as rooms, projectors, etc.

For more information about Teams resource accounts, seeManage resource accounts in Microsoft Teams.


When using Microsoft Teams panels, the Team Rooms source account logs into both Teams Rooms and associated Teams panels.


Skype for Business

If you need to enable your source account to work with Skype for Business, seeDeploy Microsoft Teams Rooms with Skype for Business Server

Before you start


Depending on your environment, you need one or more roles to create resource accounts.

EnvironmentRequired Roles
Azure Active Directory
Global admin or user admin
Active Directory
Active Directory business administrators or domain administrators or have delegated rights to create users. Azure Active Directory Connect sync rights.
Exchange online
Global admin or Exchange admin
exchange server
Exchange Organization Management of Recipient Management


When you create source accounts for Teams Rooms, the source account's UPN must match the source account's SMTP address.

Which permit do you need?

The next step is to create a resource account for your Teams Rooms console. Before you do this, you will need to purchase a license, as any source account you want to link to a Teams Rooms console will require a Teams Rooms license.

Complete the following steps to purchase a Teams Room Basic or Teams Rooms Pro license, which you can assign to a resource account in a later step. For a comparison between Teams Rooms Basic and Teams Rooms Pro licenses, seeUpdates to Teams meeting room licenses.


If you have multiple Teams Rooms consoles, we recommend purchasing a Teams Rooms Pro license for each of your consoles. The Teams Rooms Pro license enables advanced remote management and analytics for Teams Rooms, helping you create a more consistent and robust Teams Rooms and meeting experience.

  1. Go toMicrosoft 365 admin centerand log in with an account that has global administrator privileges.
  2. In the admin center, go toInvoice>shopping servicesbook page.
  3. On theshopping servicespage, enterteam roomsin the search box and press Enter.
  4. To electdetailsunder either oneTeams Rooms BasicofTeams Rooms Pro.
  5. Select the number of licenses you want to purchaseSelect license amount.
  6. Choose how often you want to be billedSelect the billing frequencyand then clickTo acquire.


You can purchase a maximum of 25 Teams Rooms Basic licenses. Any additional licenses you purchase after 25 must be Teams Rooms Pro licenses.

You can buy a Teams Rooms Basic license for a Teams Rooms console and later change the license for that console to Teams Rooms Pro. First check if you have an available Teams Rooms Pro license and then follow the instructions belowChange the apps and services that a user can access.

Create a resource account

Each Microsoft Teams Rooms device requires its own resource account. The resource account is the account the Teams Rooms device logs into, and it's what invites users in your organization to book the Teams Room.

When you create the resource mailbox, you can specify whether you want to allow recurring meetings, whether you want the room to automatically accept invitations, how many days in the future to accept invitations, and so on.


When naming your source accounts, we recommend using a standard naming convention at the beginning of the email address. This helps create dynamic groups to simplify management in Azure Active Directory. For example, you can use "mtr-" for all resource accounts assigned to Microsoft Teams Rooms.


We recommend that you create all resource accounts with Exchange Online and Azure Active Directory.

You can automatically configure the recommended resource settings for Teams Rooms viaInstructions for automatically setting up Surface Hub and Microsoft Teams Rooms.

Create a resource account using a method on one of the following tabs:

  • I am Microsoft 365 Admin Center
  • Met Exchange Online
  • Met Exchange Server
  • Modify an existing Exchange room mailbox
  1. Sign in to the Microsoft 365 admin center.

  2. Provide the administrative credentials for your Microsoft 365 tenant.

  3. Go tosourcesin the left pane, and then selectRooms & equipment. If these options are not available in the left pane, you may need to make a selectionshow everythingFirst.

  4. To electAdd sourceto create a new resource account. Enter a display name and email address for the account, then selectSave to computer.

  5. Resource accounts are configured by default with the following settings:

    • Allow repeat meetings
    • Automatically decline meetings outside the following limits
      • Booking window (days): 180
      • Maximum duration (hours): 24
    • Accept meeting requests automatically

    If you want to change them, chooseEdit booking optionsbefore you chooseClose to. If you want to change them later, go tosources>Rooms & equipment, select the source account. Then belowbooking options, to electEdit.

  6. Go touser>Active usersand select the room you created to open its properties window.

  7. Then assign a password to the resource account. Select in the panelreset password.

  8. Asking users to change their password on a shared device causes login issues. Clear the check boxRequire this user to change their password the first time they log inand selectreset password.

You may also need to apply bandwidth policies or meeting policies to this account. You can set mailbox policies in a later step.


If you're only using this resource account to reserve space and automatically accept or decline invitations, you're done setting up. If you use this source account for PSTN calls, seeAdd-on licenses for Microsoft Teamsdetermine which permit is required.

Configure mailbox properties

You can improve the Teams Rooms meeting experience by customizing how the resource account responds to and handles meeting invitations. Exchange Online PowerShell allows you to set the following resource account properties:

  • Automated Processing:Auto AcceptanceMeeting organizers receive the room reservation decision instantly without human intervention.

  • AddOrganizerToSubject:$valsThe meeting organizer is not added to the subject of the meeting request.

  • Delete comments:$valsPreserve the text in the message body of incoming meeting requests. This is required to handle remote teams and third-party meetings and to join at the touch of a button.

  • Delete topic:$valsPreserve the subject of incoming meeting requests.

  • ProcessExternalMeetingMessages:$ trueSpecifies whether to process meeting requests that come from outside the Exchange organization. Required for remote Teams meetings andEncounters with third parties.

  • Remove PrivateProperty:$valsEnsures that the personal flag sent by the meeting organizer in the original meeting request remains as specified.

  • AddExtra Response:$ trueThe text specified by the AdditionalResponse parameter is added to meeting requests.

  • Additional Response: "This is a Microsoft Teams meeting room!"The additional text to be added to the meeting acceptance response.

To configure these properties, you must connect to Exchange Online PowerShell. For more information, seeConnect to Exchange Online PowerShell.

After you connect to Exchange Online PowerShell, you can configure mailbox properties for a resource accountSet-Calendar ProcessingCmdlet.

The following example sets the properties formeeting room01Resource-account:

Set-CalendarProcessing -Identity "ConferenceRoom01" -AutomateProcessing AutoAccept -AddOrganizerToSubject $false -DeleteComments $false -DeleteSubject $false -ProcessExternalMeetingMessages $true -RemovePrivateProperty $false -AddAdditionalResponse $true -AdditionalResponse „Dies ist ein Microsoft Teams-Be sprechungsraum!“

Disable password expiration

As with any Microsoft 365 account, the password of a newly created resource account is set to automatically expire after a certain amount of time. However, if the source account password expires, the Teams Rooms device it is logged into will not be able to log in again on the expiration date.

To avoid having to reset the resource account password and then re-login to each Teams Rooms device, you can disable account password expiration.


AttitudePassword never expiresis a requirement for shared Microsoft Teams devices. If your domain rules don't allow passwords that don't expire, you'll need to make an exception for each Teams device resource account.

To disable password expiration, follow the steps on one of the following tabs:

  • Azure Active Directory 2.0
  • Azure Active Directory 1.0
  • Active Directory (Local)

First, connect to Active Directory PowerShell:


Then you'll seeSet a password that never expires.

In this example, the password for the account is set to never expire.

Set-AzureADUser -ObjectID -PasswordPolicies DisablePasswordExpiration

Assign a meeting room license

After you create the resource account, you must assign a license to it. The source account needs a Microsoft Teams Rooms Basic or Teams Rooms Pro license to log into a Microsoft Teams Rooms device. For more information, seeMicrosoft Teams Rooms licenses.


Microsoft Teams Rooms Basic and Microsoft Teams Rooms Pro are the two SKUs available for shared meeting room devices, including Teams Rooms. Teams screens with hot desking require a conference room license.

To assign licenses from the Microsoft 365 admin center:

  1. Sign in to the Microsoft 365 admin center.
  2. Provide the administrative credentials for your Microsoft 365 tenant.
  3. Go touser>Active users.
  4. Select the previously created resource account.
  5. Select in the right paneLicenses and Apps.
  6. Expand thatlicensesIn the License section, select the license you previously purchased.

Next steps

meeting guidelines

You may need to apply custom network, bandwidth, or meeting policies to this account. For more information about network and bandwidth policies, see. For Teams Rooms, we recommend setting the meeting policy bandwidth to 10 Mbps.

Enable PowerPoint Live, whiteboard, and shared notes for collaboration. We recommend that you enable the "Meet Now in Private Meetings" meeting policy setting. You may want to create a meeting policy to customize participant and guest settings for Teams Rooms. For example, check the lobby settings, e.g. B. which participants should be automatically admitted to meetings. For more information about Teams meeting policies, seeManage meeting policies in Microsoft Teams.


There are no special requirements to enable calls with source accounts. You activate the source account for calls in the same way as a regular user.


We recommend disabling voicemail for shared devices by assigning a call policy to device resource accounts. To seeCalling and transferring in TeamsFor more information.

To make it easier for your users to schedule meetings in a Teams room, you can create room lists and locations in Exchange Online.

Exchange room lists and Outlook places are used to determine which resource accounts (and thus the Teams rooms they are associated with) are visible in Outlook's room finder. Room Finder is an Outlook feature that allows users to find rooms near them that are available for reservation and meet other criteria, such as: B. the availability of an ad.

Room lists are a special type of Exchange distribution group that allow you to group resource accounts (and therefore the Teams rooms they are associated with) in a meaningful way. For example, you want to create room lists for all rooms in every building on your campus.

Outlook Places allows you to set specific attributes for a resource account and its associated Teams space. Some attributes you can set are:

  • Building
  • City
  • capacity
  • Whether the location is wheelchair accessible
  • Audio, video, and display names

Using a combination of room lists and location attributes selected by a user, Room Finder in Outlook displays a list of rooms available for reservation. To get the most out of room listings and locations, create room listings based on a location attribute, e.g. B. a building. For example, set the city and building location attributes for each resource account, and then add each resource account to a list of building spaces. When a user tries to book a room to reserve, Outlook displays a list of cities and the room lists available in each city.


Location attributes must be set for each resource account. If these attributes, specifically city, building, and capacity, are not set, then these rooms will not appear as available reservation options, even if they are on a room list.

Follow the instructions below to create a room listMake a room list.

For information about configuring location attributes for a resource account, seeDesignated place.

Related articles

Configure accounts for Microsoft Teams Rooms

Schedule Microsoft Teams rooms

Set up Microsoft Teams rooms

Manage Microsoft Teams spaces

Microsoft Teams Rooms licenses

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