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Category published:  Exchange 2010 Exchange 2013 Exchange 2016 Exchange 2019   Click on the Category button to get more articles regarding that product.

Exchange Meeting Resource Rooms, Booking, Delegate to Assistant

Posted by admin on 27.09.2021

Exchange 2007/2010 Meeting Resource Rooms, Booking, Delegate to Assitant

What we want:

Because users can book meeting rooms and sometimes do that wrong IT or assistants want a solution so they can “Approve” each meeting before¬†it gets finally booked.

This is called Resource Delegates in Exchange World ūüėČ Microsoft has made a great effort to make things complicated so only someone understands this who has written a post-doc report¬†on Groupware.

¬†Here is an example of a room resource “car1” and two people who have to Aprove each meeting BEFORE it finally get fixed.

1) A users books a meeting the right WAY (He invites other people AND additional the ROOM itself to the meeting) (Do not use Direct booking > Right click!)

2) The meeting temporary get’s booked BUT the two Delegates will get an E-Mail and they have to¬†approve¬†the meeting before it gets booked finally.

Here is our sample Room Resource / Raum Postfach

Room Resource: car1

Deleagte 1 we want user: assitant

Delagte 2 we want user: m.butsch

Exchange Administrator account: yourexchangeadminaccount (This may be a account your work with and has temporary permission on most room resources)

a) In Exchange 2007 GUI > New Mailbox > Room Resource > New User (This will generate a pseudo user for the room resource)

b) Use following Powershell command to set everything you can do in Exchange Powershell

set-MailboxCalendarSettings “car1” -AutomateProcessing Autoaccept

set-MailboxCalendarSettings “car1” -MaximumDurationInMinutes 10080
set-MailboxCalendarSettings “car1” -BookingWindowInDays 730

set-MailboxCalendarSettings “car1” -DeleteSubject $False
set-MailboxCalendarSettings “car1” -DeleteComments $False
set-MailboxCalendarSettings “car1” -DeleteAttachments $False

set-MailboxCalendarSettings “car1” -AllRequestOutOfPolicy $False
set-MailboxCalendarSettings “car1” -AllBookinpolicy $False
set-MailboxCalendarSettings “car1” -AllRequestinPolicy $True

Also add oin Exchange2010:

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Add-MailboxPermission “car1”-AccessRights:fullaccess -User ( ‘assistant’,’m.butsch’,’yourexchangeadminaccount’)

Also add on Exchange 2007:

$raumname =”car1″
Add-MailboxPermission $raumname -User “assistant” -AccessRights FullAccess
Add-MailboxPermission $raumname -User “m.butsch” -AccessRights FullAccess

Add-MailboxPermission $raumname -User “yourexchangeadminaccount” -AccessRights FullAccess

c)  LOGON to OWA https://exchangeserver/owa with your yourexchangeadminaccount and open the Resource Mailbox (Right upper corner) and check OPTIONS.

Add the ALIAS/LOGONNAMES of the two Deleagates ; (Semilkon) seperated to the shown fields.

> the tricky part > These settings sometimes FAIL to SAVE or IF you and then re-OPEN they change. At the End, you best control everything in Powershell with command:

get-MailboxCalendarSettings “car1” | fl



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Some settings explained:

MaximumDurationInMinutes=10080 (Default 1440 and set the maximum a meeting can run = new 1 week)

BookingWindowInDays=730 (Default 180 and sets the time in advance [In the future] you can schedule a meeting

DeleteSubject=False (Per default any attachment or subject a person adds is removed. This is a privacy options. As example HR books a meeting called replacement wotrkforce Switzerland and other people should not know about it.

DeleteComments=False (Privacy same as above)

DeleteAttachments=False (Privacy same as above)

—————————————————————————————————-

More settings explained:

Send all request FIRST to the listed delegates:

ForwardRequestsToDelegates          : True

Accept the meeting first temporary UNTIL one of the delegates DOES accept it:

TentativePendingApproval            : True

These people have to aprobe (One of them):

ResourceDelegates                   : {m.butsch, assistant}

These people can book the meeting room as admin and need no aproval:

RequestOutOfPolicy                  : {m.butsch, assistant}

AllRequestOutOfPolicy               : False

These people can book the meeting room as admin and need no aproval:

BookInPolicy                        : {m.butsch, assistant}

AllBookInPolicy                     : False

RequestInPolicy                     : {m.butsch, assistant}

AllRequestInPolicy                  : True

AddAdditionalResponse               : True

—————————————————————————————————-

Here is how to get a list of all rooms or mailboxes wich are called “RAUM******”:

get-Mailbox | Where-Object {$_.Name -like ‘raum*’ }

get-Mailbox | Where-Object {$_.Name -like ‘raum*’ } | select name,Alias | Format-Table -AutoSize | out-File (‘c:\edv\alle_raueme.txt’)

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Some nice Links:

Managing Resource Mailbox Calendars

http://knicksmith.blogspot.com/2007/05/managing-resource-mailbox-calendars.html

Resource scheduling in Exchange Server 2007

http://blogs.technet.com/b/exchange/archive/2007/05/14/resource-scheduling-in-exchange-server-2007.aspx

 http://www.msexchange.org/articles_tutorials/exchange-server-2007/management-administration/managing-resource-mailboxes-exchange-server-2007-part2-.html

¬†—————————————————————————————————-

Exchange 2010 change certain values:

get-CalendarProcessing -identity “Sitzungszimmer_1_OG” | fl


[PS] C:\>set-CalendarProcessing -identity “Sitzungszimmer_1_OG” -DeleteSubject $false
[PS] C:\>set-CalendarProcessing -identity “Sitzungszimmer_2_OG” -DeleteSubject $false


[PS] C:\>get-CalendarProcessing -identity “Sitzungszimmer_1_OG” | fl


RunspaceId                          : 6b6a4e3f-72b7-4000-ab30-87a93f3e
AutomateProcessing                  : AutoAccept
AllowConflicts                      : True
BookingWindowInDays                 : 720
MaximumDurationInMinutes            : 1440
AllowRecurringMeetings              : True
EnforceSchedulingHorizon            : True
ScheduleOnlyDuringWorkHours         : False
ConflictPercentageAllowed           : 2
MaximumConflictInstances            : 2
ForwardRequestsToDelegates          : True
DeleteAttachments                   : True
DeleteComments                      : True
RemovePrivateProperty               : True
DeleteSubject                       : True
AddOrganizerToSubject               : True
DeleteNonCalendarItems              : True
TentativePendingApproval            : True
EnableResponseDetails               : True
OrganizerInfo                       : True
ResourceDelegates                   : {}
RequestOutOfPolicy                  : {}
AllRequestOutOfPolicy               : False
BookInPolicy                        : {}
AllBookInPolicy                     : True

 


 Category published:  Exchange 2010 Exchange 2013 Exchange 2016 Exchange 2019   Click on the Category button to get more articles regarding that product.