Equipment Mailboxes

Manage resource mailboxes for company equipment like projectors, vehicles, laptops, and other bookable assets. Equipment mailboxes allow users to reserve shared resources through Outlook calendar integration.

Note: Equipment mailboxes are for portable/movable resources. For fixed locations like conference rooms, use Room Mailboxes instead. Both are resource mailboxes in Exchange but have different Outlook booking experiences.

Equipment Mailbox List

Column	Description
Name	Display name of the equipment
Email	Equipment mailbox email address
Type	Category of equipment (AV, Vehicle, etc.)
Capacity	Number of items available (for pooled resources)
Location	Physical location or department
Booking Type	Auto-accept or requires approval

Common Equipment Types

Audio/Visual Equipment

Projectors
Video conferencing kits
Portable displays
Sound systems

Vehicles

Company cars
Delivery vans
Fleet vehicles
Pool cars

IT Equipment

Loaner laptops
Demo devices
Mobile hotspots
External monitors

Other Equipment

Camera equipment
Tools and machinery
Specialty testing devices
Event supplies

Creating Equipment Mailbox

Basic Information

Name — Descriptive name (e.g., “Projector - Epson 4K #1”)
Email — Booking address (e.g., projector1@company.com)
Location — Where equipment is stored when not in use

Booking Options

Auto-accept — Automatically approve booking requests
Require approval — Delegate must approve each request
Booking window — How far in advance users can book
Max duration — Maximum length of a single booking

Delegates

Assign users who can manage bookings, approve requests, and modify the equipment calendar on behalf of the resource.

Booking Policies

Scheduling Permissions

Everyone — All users in organization can book
Specific groups — Only members of certain groups
Delegates only — Only designated delegates can book

Time Restrictions

Maximum booking duration (hours/days)
Booking window (how far ahead)
Minimum lead time (notice required)
Conflict resolution policy

Automatic Responses

Acceptance message with pickup instructions
Decline message when unavailable
Include additional equipment details in response

Calendar Integration

Users can book equipment directly from Outlook:

Create Meeting — User creates a new calendar event in Outlook.
Add Equipment — Search and add equipment as an attendee or use Room Finder.
Check Availability — Scheduling Assistant shows equipment availability.
Confirmation — Equipment accepts or awaits approval based on policy.

Best Practices

Use clear naming conventions — Include equipment type, model, and identifier. “Projector - Epson 4K - IT001”
Set appropriate booking windows — Balance advance booking needs with fair access. Popular equipment may need shorter windows.
Include pickup/return instructions — Add location and procedure details in automatic response messages.
Assign backup delegates — Ensure at least two delegates can manage bookings when approval is required.

API Reference

GET /api/exchange/equipment-mailboxes List all equipment mailboxes

POST /api/exchange/equipment-mailboxes Create equipment mailbox

GET /api/exchange/equipment-mailboxes/:id/calendar Get equipment calendar/bookings

PUT /api/exchange/equipment-mailboxes/:id/policies Update booking policies

PUT /api/exchange/equipment-mailboxes/:id/delegates Manage delegates