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

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This article provides steps to create resource accounts for shared rooms and devices, and steps to set up resource accounts for Microsoft Teams Rooms on Windows, Teams Rooms on Android, Teams Rooms on Surface Hub, and Teams Screen Sharing.

Microsoft 365 resource accounts are mailbox and team accounts associated with specific resources, like 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 conference room, you can set up a resource account for that conference 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 shared desktop 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 receive calls from external phone numbers. Microsoft 365 resource accounts are linked to an Exchange Online mailbox and allow booking of shared resources such as rooms, projectors, etc.

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


When using Microsoft Teams dashboards, the Team Rooms resource account signs in to both Teams Rooms and the associated Teams dashboards.


skype for business

If you need to enable your resource 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.

Surroundingsrequired functions
Azure Active Directory
Global Admin or User Admin
Active Directory
Active Directory enterprise administrators or domain administrators or have delegated rights to create users. Azure Active Directory Connect synchronization rights.
online exchange
Global Administrator or Exchange Administrator
exchange server
Management of exchange organizations or management of recipients


When you create resource accounts for Teams Rooms, the UPN of the resource account must match the SMTP address of the resource account.

What license do you need?

The next step is to create a resource account for the Team Rooms Console. Before doing this, you must purchase a license, as each resource account you want to associate with a Teams Rooms console requires 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 that you purchase a Teams Rooms Pro license for each of your consoles. The Teams Rooms Pro license enables advanced remote management and analytics for Teams Rooms, allowing you to create more consistent and robust Teams Rooms and meeting experience.

  1. GonnaMicrosoft 365 admin centerand log in with an account that has global administrator privileges.
  2. In the admin center, go toBill>shopping servicespage of book.
  3. About himshopping servicespage, enterequipment roomsin the search box and press Enter.
  4. Choosedetailsunder anyoneEquipment Rooms BasicoPro Team Rooms.
  5. Select the number of licenses you would like to purchaseSelect license amount.
  6. Choose how often you want to be billedSelect the billing frequencyand then clickObtain.


You can purchase up to 25 Teams Rooms Basic licenses. Any additional licenses you purchase beyond 25 must be Teams Rooms Pro licenses.

You can purchase a Teams Rooms Basic license for a Teams Rooms console and then change the license for that console to Teams Rooms Pro. First, make sure you have a Teams Rooms Pro license available, then follow the instructions belowChange the apps and services a user has access to.

Create a resource account

Each Microsoft Teams Rooms device requires its own resource account. The resource account is the account that the Team Rooms appliance logs into and is what users in your organization invite to reserve the Team Rooms.

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


When naming your resource 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 could use "mtr-" for all resource accounts that are assigned to Microsoft Teams Rooms.


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

You can automatically configure the recommended resource settings for Teams Rooms throughInstructions for automated setup of Surface Hub and Microsoft Teams Rooms.

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

  • I'm the Microsoft 365 admin center
  • Mit Exchange online
  • exchange server
  • Modify an existing Exchange room mailbox
  1. Sign in to the Microsoft 365 admin center.

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

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

  4. Chooseadd resourceto create a new resource account. Enter a display name and email address for the account, and then selectsave to computer.

  5. By default, resource accounts are configured with the following settings:

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

    If you want to change them, chooseEdit booking optionsbefore choosingFence. If you want to change them later, go toresources>Rooms and equipment, select the resource account. then downbooking options, chooseTo edit.

  6. Gonnauser>Active usersand select the room you created to open the properties window.

  7. Next, assign a password to the resource account. Select in panelReset your password.

  8. Requiring users to change their password on a shared device causes login issues. Clear the check boxRequire this user to change their password when they log in for the first timeand selectReset your 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 only use this resource account to reserve space and automatically accept or decline invitations, you're done with setup. If you are using this resource account for PSTN calls, seeAdd-on licenses for Microsoft Teamsto determine which license is required.

Configure mailbox properties

You can enhance the Team Rooms meeting experience by customizing how your resource account responds to and processes meeting invitations. Exchange Online PowerShell allows you to configure the following resource account properties:

  • Automated processing:Auto AcceptanceMeeting organizers receive the decision to book the room directly without human intervention.

  • Add organizer to subject:$falseThe meeting organizer is not added to the subject of the meeting request.

  • Delete comments:$falsePreserve text in the message body of incoming meeting requests. This is required to process external teams and third-party meetings and enable a one-touch join experience.

  • Eliminate issue:$falsePreserve the topic of incoming meeting requests.

  • Outer process meeting messages:$trueSpecifies whether meeting requests from outside the Exchange organization will be processed. Required for external team meetings andMeetings with third parties.

  • Remove private property:$falseEnsures that the private flag sent by the meeting organizer in the original meeting request remains as specified.

  • Add additional answer:$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 add to the meeting acceptance response.

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

After connecting to Exchange Online PowerShell, you can use it to configure mailbox properties for a resource accountSet-CalendarProcessingCmdlet.

The following example sets the properties forconference 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-Besprechung sraum!“

Disable password expiration

As with any Microsoft 365 account, the password for a newly created resource account is set to automatically expire after a specified amount of time. However, if the password for the resource account expires, the Team Rooms device that you are logged in to will not be able to log in again on the expiration date.

To avoid having to reset the resource account password and then log back in to each Teams Rooms device, you can disable password expiration for the account.


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

To disable password expiration, follow the steps on any 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 seeSet a password that never expires.

This example sets the password for the account 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 resource account needs a Microsoft Teams Rooms Basic or Teams Rooms Pro license to sign in to 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 team rooms. A meeting room license is required for Teams screens with desktop sharing.

To assign licenses from the Microsoft 365 admin center, do the following:

  1. Sign in to the Microsoft 365 admin center.
  2. Provide the administrator credentials for your Microsoft 365 tenant.
  3. Gonnauser>Active users.
  4. Select the resource account created earlier.
  5. Select in the right paneLicenses and applications.
  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 on network and bandwidth policies, see. For Teams Rooms, we recommend setting the meeting policy bandwidth to 10 Mbps.

Enable PowerPoint Live, the whiteboard, and shared notes for collaboration. We recommend that you enable the "Meet in private meetings now" meeting policy setting. You might want to create a meeting policy to customize attendee and invitee 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 calling with resource accounts. Activate the resource account for calls in the same way as a normal user.


We recommend disabling voicemail for shared devices by assigning a calling policy to device resource accounts. SeeCalls and call transfers in Teamsfor more information

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

Exchange room lists and Outlook places are used to control which resource accounts (and therefore the Teams rooms they're associated with) are visible in the Outlook room finder. Room Finder is an Outlook feature that helps users find nearby rooms that are available to book and that meet other criteria, such as: B. the availability of an advertisement.

Room lists are a special type of Exchange distribution group that allows you to group resource accounts (and therefore the Teams Rooms they're associated with) in meaningful ways. For example, you might want to create room lists for all the rooms in all the buildings on your campus.

Outlook Places allows you to set specific attributes for a resource account and its Teams room. Some of the attributes you can configure are:

  • Building
  • Ciudad
  • ability
  • 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 lists and locations, create room lists 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 slots. When a user tries to select a room to reserve, Outlook displays a list of cities and the lists of available rooms in each city.


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

To create a room list, please follow the instructions belowMake a room list.

For information about setting location attributes for a resource account, seedesignated place.

Related Posts

Set up accounts for Microsoft Teams Rooms

Schedule Microsoft Teams Rooms

Provision Microsoft Teams rooms

Manage Microsoft Team Rooms

Microsoft Teams Rooms licenses

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