Configure Resource Mailbox Options

 

Applies to: Office 365 for professionals and small businesses, Office 365 for enterprises, Live@edu

Topic Last Modified: 2010-08-10

 

After you create a room mailbox or an equipment mailbox, the resource mailbox can accept reservations in the form of meeting requests from all users. However, you may want to configure reservation or delegation settings on the mailbox. For example, you may want to designate users who can reserve the resource without approval, or you may want to prevent users from scheduling repeating reservations.

Use the following tools to configure the settings on resource mailboxes:

Room settings in the Exchange Control Panel

  1. In the Exchange Control Panel, select Manage My Organization > Users & Groups > Mailboxes.

  2. In the Mailboxes list, find the room mailbox. To view room mailboxes only, select Room mailboxes only in the Select view pull-down menu.

  3. Select the room mailbox, and click Details.

    Under Booking Options for the mailbox, the following options are available.

    • Automatically accept or decline booking requests   In-policy requests sent to the room mailbox automatically reserve the room. If the request is out-of-policy, the request is declined automatically.

    • This option is also available on the Resource tab in Outlook Web App > Options > Settings as These users can schedule automatically if the resource is available with the value Everyone.

    • Select delegates to accept or decline booking requests    In-policy requests sent to the room mailbox require approval by a resource delegate. If the request is out-of-policy, the request is automatically declined. If the request is in-policy, one of the resource delegates can accept or decline the request to reserve the room.

    • This option is also available on the Resource tab in Outlook Web App > Options > Settings as These users can submit a request for owner approval if the resource is available with the value Everyone.

      Delegates   The resource delegates are responsible for accepting or declining meeting requests that are sent to the room mailbox. By default, the room is tentatively reserved until a resource delegate approves the request. If you assign more than one resource delegate, only one of them has to act on a specific meeting request.

      Note   You can't specify resource delegates on the Resource tab in Outlook Web App > Options > Settings. Also, you can't assign resource delegates to equipment mailboxes in the Exchange Control Panel. You have to use Windows PowerShell.

    For more details, see Resource Scheduling Permissions.

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Resource settings in Outlook Web App

  1. In the Exchange Control Panel, in the Select what to manage: field, select Another User.

  2. In the Select Mailbox dialog box, select the room or equipment mailbox.

  3. Click OK.

  4. The Options page for the resource mailbox you selected is displayed. At the top of the page is a note that identifies which mailbox you are working on.

  5. Select Settings > Resource. When you're finished, just close the window to return to the Exchange Control Panel for your organization.

    The following options are available:

    • Resource Scheduling Options   These options control the behavior of meeting requests that are sent to the resource mailbox.

    • Resource Scheduling Permissions   These options control how meeting requests become room reservations.

    • Resource Response Message   This setting lets you add customized text to notification messages that are sent to users who try to reserve the resource. The text you specify is added to notification messages for acceptances and declines.

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Resource settings in Windows PowerShell

These parameters are only available on the Set-CalendarProcessing cmdlet in Windows PowerShell. For a complete description of all the parameters you can use to configure resource mailboxes, see Configure Resource Mailbox Options in Windows PowerShell.

 

Parameter Description

AddOrganizerToSubject

This parameter adds the meeting organizer's display name to the subject of the meeting. Valid input for this parameter is $true or $false. The default value is $true.

DeleteAttachments

This parameter removes all attachments from meeting requests that are sent to the resource mailbox. Valid input is $true or $false. The default value is $true.

DeleteComments

This parameter removes all comments from meeting requests that are sent to the resource mailbox. Valid input is $true or $false. The default value is $true.

DeleteNonCalendarItems

This parameter deletes all e-mail messages that are sent to the resource mailbox. A resource mailbox only needs to receive calendar items. Valid input is $true or $false. The default value is $true.

DeleteSubject

This parameter removes the subject from meeting requests that are sent to the resource mailbox. Valid input is $true or $false. The default value is $true.

EnableResponseDetails

This parameter includes detailed information about an accepted or declined meeting in the meeting request notification message. Valid input is $true or $false. The default value is $true.

ForwardRequestsToDelegates

Meeting requests that require approval are forwarded to all the resource delegates. Valid input for this parameter is $true or $false. The default value is $true. When a meeting request is forwarded to the resource delegates, the request is deleted from the Inbox of the resource mailbox. If meeting requests aren't forwarded to the resource delegates, a resource delegate must open the Inbox of the resource mailbox to approve or decline meeting requests.

OrganizerInfo

This parameter includes the name of the organizer of a conflicting meeting in the notification message when a meeting request is declined. Valid input is $true or $false. The default value is $true.

RemovePrivateProperty

This parameter controls the behavior of accepted meetings that are marked as private. Valid input is $true or $false. The default value is $true.

When this parameter is $true, the private flag is removed from a meeting request after it is accepted. This allows the meeting subject, schedule, and details to be viewed by anyone. When this parameter is $false, the private flag is preserved on the meeting requests after it is accepted.

TentativePendingApproval

Meeting requests sent to the resource mailbox that require the approval of a resource delegate are tentatively accepted until the meeting request is accepted by one of the resource delegates. Valid input is $true or $false. The default value is $true.

Specify resource delegates for equipment mailboxes

Although you can specify resource delegates for room mailboxes in the Exchange Control Panel and Outlook Web App, for equipment mailboxes, you can't specify them there. You must use the ResourceDelegates parameter on the Set-CalendarProcessing cmdlet. You can specify more than one user or group separated by commas. If you specify the user or group using a value that contains spaces, enclose each value in double quotation marks.

 
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