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 a Google Sheet — name, capacity, building, floor. The data lives in Outlook Places, which is connected to Exchange. None of it is currently in a sheet.
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 sheet.
List all bookable rooms from our Outlook Places directory and write each room's name, email address, building, floor, and capacity into this sheet
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 sheet 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 sheet
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 sheet
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 sheet — 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 sheet, 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.