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Configure the Automated Booking Policies for a Resource Mailbox

  • Article

Applies to: Exchange Server 2010

A meeting organizer can send a meeting request to any resource mailbox, which includes conference room and equipment mailboxes. Depending on the scheduling role membership of the meeting organizer, this meeting request can be automatically approved or declined.

In some cases, the meeting request requires special handling to determine if the meeting organizer can schedule a conference room. In this case, an acknowledgement is sent to the meeting organizer, and the request is kept in the resource mailbox or forwarded to a delegate.

Meeting requests sent to the resource mailbox are categorized as one of the following:

  • In-policy meeting requests   These meeting requests don't violate any of the resource scheduling options.
  • **Out-of-policy meeting requests   **These meeting requests violate one or more of the resource scheduling options. For example, one reason a meeting request is considered out-of-policy is because of a conflict with an existing resource reservation.

Looking for other management tasks related to resource mailboxes? Check out Managing Resource Mailboxes and Scheduling.

Use the EMC to specify which users can send meeting requests to resource mailboxes

You need to be assigned permissions before you can perform this procedure. To see what permissions you need, see the "Recipient Provisioning Permissions" section in the Mailbox Permissions topic.

  1. In the console tree, navigate to Recipient Configuration > Mailbox.
  2. In the result pane, select the resource mailbox that you want to configure.
  3. In the action pane, under the name of the resource mailbox, click Properties.
  4. On the Resource In-Policy Requests tab, configure the following settings:
    • All Users   Select this option to allow all users to submit requests within the resource policy's configuration.
    • Selected recipients   Select this option to specify who can submit requests within the resource policy's configuration. If you select this option, you need to click Add to select the recipients. You can also remove selected recipients by clicking Remove.
  5. On the Resource Out-of-Policy Requests tab, specify the users who can submit out-of-policy requests. Users who can submit out-of-policy requests won't have their request denied, but the requests will require approval by one of the resource's delegates. Configure the following settings:
    • All users   Select this option to allow all users who submit resource requests that don't meet the resource policy's configuration.
    • Selected recipients   Select this option to add specific users who are allowed to submit out-of-policy requests. If you select the Selected recipients option, you need to click the Add button to select the recipients. You can also remove selected recipients by clicking Remove.

Use the Shell to specify which users can send meeting requests to resource mailboxes

You need to be assigned permissions before you can perform this procedure. To see what permissions you need, see the "Recipient Provisioning Permissions" section in the Mailbox Permissions topic.

To control who can schedule a resource, use the following parameters with the Set-CalendarProcessing cmdlet:

  • AllBookInPolicy
  • AllRequestInPolicy
  • AllRequestOutOfPolicy
  • BookInPolicy
  • RequestInPolicy
  • RequestOutOfPolicy
  • ProcessExternalMeetingMessages

This example allows the Calendar Attendant to approve in-policy requests from all users for the room mailbox 5th Floor Conference Room.

Set-CalendarProcessing -Identity "5th Floor Conference Room" -AutomateProcessing AutoAccept $true -AllBookInPolicy $true

This example allows all users to submit in-policy requests to the room mailbox 5th Floor Conference Room, but the request is still subject to approval by a delegate.

Set-CalendarProcessing -Identity "5th Floor Conference Room" -AutomateProcessing AutoAccept $true -AllRequestInPolicy $true

This example allows the Calendar Attendant to accept out-of-policy requests from Alan Brewer to the room mailbox Room222. The request is still subject to approval by a delegate.

Set-CalendarProcessing -Identity "Room222" -AutomateProcessing AutoAccept $true -RequestOutOfPolicy AlanBrewer@contoso.com

This example allows a list of users to submit in-policy meeting requests to the equipment mailbox Car54.

Set-CalendarProcessing -Identity "Car54" -AutomateProcessing AutoAccept $true -BookInPolicy "ayla@contoso.com","tony@contoso.com"

This example rejects meeting requests from any user who isn't a member of the Exchange organization.

Set-CalendarProcessing -Identity "Room222" -ProcessExternalMeetingMessages $false

For detailed syntax and parameter information, see Set-CalendarProcessing.

Other Tasks

After you specify which users can send meeting requests to resource mailboxes, you may also want to set a delegate on a resource mailbox. For detailed steps, see Set a Delegate on a Resource Mailbox.