Room Finder in Outlook is showing stale building data.

Hi @Robert Szøke

When a new room is added or its location metadata (Building/Floor) is updated, several dependencies must be checked to ensure it displays properly in Outlook: 

1.Confirm the room is in a Room List (required for visibility)  

Get-DistributionGroup -RecipientTypeDetails RoomList 
Get-DistributionGroupMember "Room List Name" 

2.Verify Building and Floor settings: These must be set using Set-Place:  

Get-Place room(at)domain.com | fl Building,Floor 

If needed, set it explicitly: 

Set-Place -Identity room(at)domain.com -Building "Your Building" -Floor 3  

 3.Check if the room is hidden  

Get-Mailbox room(at)domain.com | fl HiddenFromAddressListsEnabled 

This value should be False. 

Even when all configurations are correct, updates are not immediate. It can take more than 48 hours for changes to appear in Outlook, as noted in this thread Room finder option in Outlook is empty - Microsoft Q&A. 

Please let me know the results after running these scripts.

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Room Finder uses specific place properties and room lists, not only the -Building and -Floor attributes, and it can take up to 48 hours for changes to appear. To resolve stale building data and missing rooms, verify and correct the full place configuration and room list membership.

Use these steps in Exchange Online PowerShell:

1. Verify the room list and membership
   Ensure the new room is in the correct room list and that the list itself is configured consistently:

      $FormatEnumerationLimit=-1
      
      Get-DistributionGroup -Identity ******@contoso.com
      
      Get-DistributionGroupMember -Identity ******@contoso.com
      
      $members = Get-DistributionGroupMember -Identity ******@contoso.com | select Name | foreach {Get-Place -Identity $_.Name | Format-List}
      
      $members
   

   Confirm for all rooms (including the new one):
   • The part of the SMTP address after @ matches the room list SMTP domain in the Localities property.
   • All rooms have the same City value.
   If the new room differs, reconfigure only that room’s properties to match the others.
2. Set required place properties (City, Floor, Capacity, optional FloorLabel)
   Room Finder filters by City, Floor, Capacity, and uses room lists as the Building filter. Make sure the new room has at least:
   • City set to the same city as the rest of the rooms in that room list.
   • Floor and Capacity set appropriately.
   • Optionally FloorLabel for a friendly floor name.
   All rooms in a room list should be from the same city; otherwise, the list only appears when filtering by the majority city.
3. Ensure the room is associated with the correct RoomList
   If the room appears under the wrong building/room list, or not at all, associate it to the correct RoomList and remove it from any incorrect lists, as described for fixing rooms in the wrong building/RoomList.
4. Allow for propagation time
   After changing place properties or room list membership, Room Finder can take 24–48 hours to reflect the new configuration. Since more than 24 hours have passed, ensure all the above properties are correct and then allow up to the full 48 hours.

After these steps, the new room and updated building/floor data should appear correctly in Room Finder in both Outlook on the web and Outlook for Windows.

References:

• Configure rooms and workspaces for Room Finder in Outlook
• Enable Places finder
• Find a conference room