Calendar Problems

How to Delete Bookings from a Microsoft 365 Meeting Room Mailbox

Ayan Masood Oct 21, 2026 868 views

Question details

An administrator needs to manually access a Microsoft 365 meeting room resource to manage and delete specific calendar bookings.

How to Delete Bookings from a Microsoft 365 Meeting Room Mailbox

Product: Microsoft 365
Device & OS: not provided
Scenario: A meeting room resource has incorrect or outdated bookings that need to be manually removed by an administrator.
Observed behavior: The administrator requires direct access to the room's mailbox calendar to view and delete the existing bookings.

Before you start

Ensure you have Exchange Administrator or Global Administrator privileges in Microsoft 365 to assign mailbox delegation permissions.

Solution 1Recommended

Delegate the Room Mailbox and Delete Bookings via Outlook on the Web

Grant an authorized user Full Access permission to the room mailbox, then open the mailbox in Outlook to manage its calendar.

To manage a room's calendar directly, you must first delegate the room mailbox to a user account. This gives the user the necessary permissions to open the room's calendar as if it were their own and delete unwanted bookings.

Access Exchange admin center

Log in to the Microsoft 365 admin center and open the Exchange admin center. In the left navigation pane, go to Recipients and click on Resources.

Grant Full Access permission

Select the specific room mailbox you need to manage. Choose 'Manage delegates', add your user account, and assign it 'Full Access' permission.

Open the room mailbox in Outlook

Sign in to Outlook on the web with the delegated user account. Click your profile picture in the top right corner and select 'Open another mailbox'.

Delete the booking

Type the name of the room mailbox and open it. Navigate to the calendar view of the room mailbox, locate the specific booking you want to remove, and delete it.

Delegate the Room Mailbox and Delete Bookings via Outlook on the Web

Permission Propagation Delay: It may take up to 60 minutes for permission changes made in the Exchange admin center to fully propagate across Microsoft 365 services.

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Frequently Asked Questions

Why can't I find the 'Open another mailbox' option in Outlook?

This option is available when you click your profile picture in the top right corner of Outlook on the web. It is not located in the standard settings menu. If it fails to open, verify that you have been granted Full Access permissions.

Will the meeting organizer be notified if I delete their room booking?

Yes, when you delete the booking directly from the room's calendar, you typically have the option to send a cancellation notice to the organizer so they are informed that the room is no longer reserved.

Can I manage room bookings from the desktop version of Outlook?

Yes. Once you are granted Full Access, the delegated room mailbox will typically appear automatically as a separate folder at the bottom of your folder list in Outlook for Windows after you restart the application.

Outlook & Email Problems