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Managing Resource Mailboxes

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Microsoft Exchange Server 2007 will reach end of support on April 11, 2017. To stay supported, you will need to upgrade. For more information, see Resources to help you upgrade your Office 2007 servers and clients.

 

Applies to: Exchange Server 2007, Exchange Server 2007 SP1, Exchange Server 2007 SP2, Exchange Server 2007 SP3

Resource mailboxes are mailboxes that represent conference rooms or shared equipment. Resource mailboxes can be included as resources in meeting requests, providing a simple and efficient way to utilize resources for an organization.

There are two types of resource mailboxes in Microsoft Exchange Server 2007: room and equipment. Room mailboxes are assigned to a meeting location, such as a conference room, auditorium, or training room. Equipment mailboxes are assigned to a resource that is not location specific, such as a portable computer projector, microphone, or company car.

This topic lists the management tasks that you can perform for resource mailboxes, and includes links to topics that will help you complete the tasks. Unless otherwise noted, these tasks can be performed by using the Exchange Management Console or the Exchange Management Shell:

  • How to Create a Room Mailbox

    If you use the Exchange Management Console for this task, the New Mailbox wizard will guide you through the process of creating the room mailbox. If you use the Exchange Management Shell, you will use the New-Mailbox cmdlet to create the room mailbox.

  • How to Create an Equipment Mailbox

    If you use the Exchange Management Console for this task, the New Mailbox wizard will guide you through the process of creating the equipment mailbox. If you use the Exchange Management Shell, you will use the New-Mailbox cmdlet to create the equipment mailbox.

  • How to Configure Resource Mailbox Properties

    If you use the Exchange Management Console for this task, you will need to locate the resource mailbox in the Mailbox node under Recipient Configuration, and then use its property pages. If you use the Exchange Management Shell, you will use the Set-Mailbox cmdlet to configure the resource mailbox.

  • How to Configure Custom Resource Properties for a Resource Mailbox

    Custom resource properties can help users select the most appropriate room or equipment by providing additional information about the resource. For example, you can create a custom property for room mailboxes called AV. You can add this property to all rooms that have audio-visual equipment. This allows users to identify which conference rooms have audio-visual equipment available.

    If you use the Exchange Management Console for this task, you will need to locate the resource mailbox in the Mailbox node under Recipient Configuration, and then use the Resource Information tab of its property pages. If you use the Exchange Management Shell, you will use the Set-Mailbox cmdlet to configure the resource mailbox.

    Note

    Before you can assign custom resource properties to a room or equipment mailbox, you must first create these properties by modifying the resource configuration of your Exchange organization. For detailed instructions about how to create custom resource properties, see How to Create or Remove Custom Resource Properties.

  • How to Convert a Mailbox

    In Exchange Server 2003 and Exchange 2000 Server, you had to use shared mailboxes to represent resources. When these mailboxes are moved to Exchange 2007, they become Exchange 2007 shared mailboxes. To take full advantage of the resource mailbox features of Exchange 2007, you must convert them to resource mailboxes.

    You cannot use the Exchange Management Console to convert a mailbox. You must use the Set-Mailbox cmdlet in the Exchange Management Shell.

  • How to Upgrade Exchange 2003 Auto Accept Agent-Based Resource Mailboxes to Exchange 2007

    The Auto Accept agent is an Exchange store event sink that automatically processes meeting requests for resource mailboxes. In Exchange 2003, you must use the Auto Accept agent for resource mailboxes. Because Exchange 2007 supports automatic booking for resource mailboxes, the Auto Accept agent is not required. To upgrade an Exchange 2003 Auto Accept agent-based resource mailbox, you must first remove the Auto Accept agent from the Exchange 2003 store, and then move the mailbox to an Exchange 2007 server. After you move the resource mailbox to an Exchange 2007 server, you can configure it to automatically process meeting requests.

    You cannot use the Exchange Management Console to upgrade an Exchange 2003 Auto Accept agent-based resource mailbox. You must use the Set-MailboxCalendarSettings cmdlet in the Exchange Management Shell.

  • How to Upgrade Outlook Direct Booking Resource Mailboxes to Exchange 2007

    Microsoft Office Outlook 2007, Office Outlook 2003, Outlook 2002, and Outlook 2000 allow users to directly book resources. With this feature, you do not have to manually manage the resource calendar or install the Auto Accept agent. This is one method for managing resource mailboxes in Exchange 2003 and Exchange 2000. The Exchange 2007 automatic booking feature for resource mailboxes provides a more secure and effective way of booking resources. To upgrade an Outlook direct booking-based resource mailbox, you must first move it to an Exchange 2007 server. After you move the resource mailbox to an Exchange 2007 server, you can configure it to automatically process meeting requests.

    You cannot use the Exchange Management Console to upgrade an Exchange 2003 Auto Accept agent-based resource mailbox. You must use the Set-MailboxCalendarSettings cmdlet in the Exchange Management Shell.

  • How to Enable or Disable Automatic Booking on a Resource Mailbox

    Resource mailboxes can be included as resources in meeting requests, thereby providing a simple and efficient way to utilize resources in your organization. This task shows you how to configure a resource mailbox to automatically process incoming meeting requests.

    You cannot use the Exchange Management Console to configure automatic booking for a resource mailbox. You must use the Set-MailboxCalendarSettings cmdlet in the Exchange Management Shell.

  • How to Set a Delegate on a Resource Mailbox

    You can configure delegates for a resource mailbox. In reference to resource mailboxes, a delegate is a user that has been delegated the management of the resource mailbox. The delegate can approve or reject out-of-policy meeting requests for a resource.

    You cannot use the Exchange Management Console to set delegates for a resource mailbox. You must use the Set-MailboxCalendarSettings cmdlet in the Exchange Management Shell.

  • How to Set Full Access to a Resource Mailbox Schedule

    Although using delegates is sufficient for managing resources, you can still give a user full access to a resource mailbox.

    You cannot use the Exchange Management Console to grant full access to a resource mailbox. You must use the Add-MailboxPermission cmdlet in the Exchange Management Shell.

  • How to Remove Full Access from a Resource Mailbox Schedule

    When using shared mailboxes as resources in Exchange 2003 and earlier, you had to grant specific users full access to a shared mailbox when using them as a resource. After converting a shared mailbox to a resource mailbox and configuring delegates for it, you can perform this task to remove full access from that resource mailbox.

    You cannot use the Exchange Management Console to remove full access from a resource mailbox. You must use the Remove-MailboxPermission cmdlet in the Exchange Management Shell.

  • How to List Available Resource Mailboxes and Their Properties

    If you use the Exchange Management Console for this task, you will need to create a filter for the Mailbox node under Recipient Configuration. If you use the Exchange Management Shell, you will use the Get-Mailbox cmdlet to list the available resource mailboxes.

  • How to Move a Resource Mailbox

    If you use the Exchange Management Console for this task, the Move Mailbox wizard will guide you through the process of moving the resource mailbox. If you use the Exchange Management Shell, you will use the Move-Mailbox cmdlet to move the resource mailbox.

  • How to Add a Resource Mailbox to an Address List

    You may want to modify an existing address list in your organization so that it includes all the resource mailboxes in your organization. This will provide your users with a separate address list in which they can locate resources.

    If you use the Exchange Management Console for this task, the Edit Address List wizard will guide you through the process of editing and applying the address list. If you use the Exchange Management Shell, you will use the Set-AddressList cmdlet to edit the address list and the Update-AddressList cmdlet to apply the address list.

    Note

    You can also create a new address list for this purpose instead of modifying an existing one. To do this, you must use the New Address List wizard in the Exchange Management Console or the New-AddressList cmdlet in the Exchange Management Shell.

For More Information

To learn more about managing resource scheduling, see Managing Resource Scheduling.

To learn more about resource mailboxes, see Understanding Recipients.

For more information about using the Exchange Management Console, see Using the Exchange Management Console.

For more information about using the Exchange Management Shell, see Using the Exchange Management Shell.