---
title: How to sync Outlook calendars with Ronspot using Microsoft Exchange (Legacy)
description: The integration allows meeting requests from Outlook to be automatically synced with Ronspot, enabling better management of shared meeting rooms.
---
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September 4, 2026
# How to sync Outlook calendars with Ronspot using Microsoft Exchange (Legacy)
## The integration allows meeting requests from Outlook to be automatically synced with Ronspot, enabling better management of shared meeting rooms.
---
### ⚠️ This legacy integration is **deprecated**
For near-instant meeting sync, please use instead our **Microsoft 365 integration: [https://help.ronspot.co/how-to-connect-microsoft-365-to-ronspot](https://help.ronspot.co/how-to-connect-microsoft-365-to-ronspot?hsLang=en)**
### Contents
1. [**About this integration**](https://help.ronspot.co/how-to-sync-outlook-meetings-with-ronspot#about-this-integration)
2. **[Assumptions](https://help.ronspot.co/how-to-sync-outlook-meetings-with-ronspot#assumptions)**
3. [**Steps in Ronspot**](https://help.ronspot.co/how-to-sync-outlook-meetings-with-ronspot#steps-in-ronspot)
4. [**Steps in Microsoft Exchange**](https://help.ronspot.co/how-to-sync-outlook-meetings-with-ronspot#steps-in-microsoft-exchange)
### About this integration
This legacy Microsoft Exchange integration syncs meetings by **using a CC email rule**. While it allows basic meeting syncing, it has limited functionality and may not support newer Microsoft features.
### Assumptions
- You have the full email address(es) associated with the meeting room(s) in Exchange Server.
- The shared resource (meeting room) is already set up in Microsoft Exchange.
- Changes in Microsoft Exchange are made by an experienced Exchange admin.
- Understand that delays between Exchange and Ronspot might result in double bookings.
- Only a single domain configuration is supported (multiple domains cannot be used).
### Steps in Ronspot
#### Step 1: Access the meeting room settings in Ronspot
1. Log in to the [Ronspot Admin Panel](https://admin.ronspot.ie/).
2. In the sidebar menu, click on `Spaces > Meeting Rooms`.
---
#### Step 2: Edit the desired meeting room
1. Locate the room you want to configure.
2. Click on the room name or the pencil icon
---
#### Step 3: Enter the shared resource email address
1. Find the `External bookings via email` field
2. Enter the full email address of the shared resource exactly as it appears in Microsoft Exchange.
3. Click `Update` to save your changes.
If you have multiple rooms to configure, repeat Steps 2-3 for each room.
### Steps in Microsoft Exchange
These steps will set up a rule in Microsoft Exchange to automatically forward meeting requests to Ronspot whenever a meeting room is booked via Outlook.
#### Step 1: Log in to the Exchange admin center
- Open a web browser and log in to the **Exchange admin center** for your organization.
- If using Office 365, go to [https://admin.exchange.microsoft.com/#/](https://admin.exchange.microsoft.com/#/).
---
#### Step 2: Access 'Mail flow' settings
1. In the left navigation panel, click on `Mail flow`.
---
#### Step 3: Create a new rule
1. Click on `Rules` in the left navigation panel.
2. Click `Add a rule`.
3. Then select `Create a new rule` from the drop-down menu.
---
#### Step 4: Configure the new rule
Set the rule parameters as follows:
- **Name:** Enter a name for the rule, such as `BCC meeting room invites to Ronspot`.
- **Apply this rule if:** Choose `The recipient is this person`.
- **The recipient is:** Select one or more target meeting rooms from the list.
- **Do the following:** Choose `Add recipients to the Bcc box`.
- **Blind carbon copy (Bcc) the message to:** Enter `bookings@ronspot.ie` and press the `Tab` key to complete the entry.
- Click `Save` to finalise the rule.
---
#### Step 5: Complete the rule setup
1. Click `Next` to accept the default settings.
2. Click `Next` again to proceed.
3. Finally, click `Finish` to complete the setup.
#### Notes:
If your organisation already has a similar rule in place, you may need to edit the existing rule to include the necessary meeting rooms or update the BCC settings to forward invites to **bookings@ronspot.ie**.
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