List Outlook Places Rooms and Workspaces Into an Excel workbook

The Scenario

The facilities team is building a room utilization dashboard. Step one: get a complete list of every bookable conference room and workspace in the organization into an Excel workbook — name, capacity, building, floor. The data lives in Outlook Places, which is connected to Exchange. None of it is currently in a workbook.

The bad version:

• Log into the Exchange admin center, find the room mailboxes list, export what's available
• Realize the export doesn't include floor or building information — those are stored in a different field that the standard export doesn't surface
• Start entering them manually by opening each room mailbox record one at a time

There are 80 rooms across three buildings. Manual entry is a morning.

The Easy Way: One Prompt in SheetXAI

SheetXAI queries the Outlook Places directory and writes each room into your Excel workbook.

List all bookable rooms from our Outlook Places directory and write each room's name, email address, building, floor, and capacity into this table

What You Get

• One row per bookable room across the organization's Outlook Places directory
• Columns for room name, room email address, building, floor, and seating capacity
• A count in the sidebar confirming how many rooms were returned

What If the Data Is Not Quite Ready

You also want workspaces, not just conference rooms

Fetch all workspaces available in Outlook Places for our organization and populate this table with workspace name, building, floor, capacity, and whether it is AV-equipped — include both conference rooms and hot desks

You want to filter to a specific building

List all bookable rooms in Outlook Places for the 'HQ' building and write room name, floor, capacity, and AV equipment status into this table

You need the room email addresses for calendar booking purposes

List all bookable rooms from Outlook Places and write room name, room email address, building, floor, capacity, and whether online meeting equipment is available into this table

Pull all rooms and workspaces, flag low-capacity spaces, and sort by building and floor

Fetch all rooms and workspaces from Outlook Places — write name, email address, building, floor, capacity, and AV status into this table — flag any room with capacity under 4 with "Small" in a Type column, sort by building ascending then floor ascending

One prompt pulls everything and organizes it for the dashboard.

Try It

Get the 7-day free trial of SheetXAI and open a blank Excel workbook, then ask SheetXAI to pull your organization's room list from Outlook Places into it. See also: Populate an availability matrix from Outlook free/busy data and the Outlook hub overview.