Select the room: Click the Rooms button at the end of the location drop-down list circled in red in the following graphic. This action will open a new window that shows all meeting rooms within Exchange as shown in the following graphic. Choose the meeting room from the list. Click OK. The meeting room is added to the list of participants in the To field. The meeting mailbox is receiving the meeting request.
Click the Scheduling Assistant button on the ribbon to see the schedule assistant view to verify that the meeting room is available at the proposed time circled in red in the following graphic. Choose recurrence options and other meeting options as required.
Click Send. Type the name of the meeting room in the Resources field. The Location will auto-populate. Click the Scheduling Assistant tab to see the schedule assistant view to verify that the meeting room is available at the proposed time. Choose recurrence options and other meeting options as necessary. Requesting resource mailboxes To request a resource mailbox, send an email to askit udel.
When you request a resource mailbox, you must specify the following: The short name of the mailbox. The name should be descriptive and use the character prefix you wish to use in the WIN domain followed by a hyphen e.
The short name may include letters, numbers, hyphens, and underscore characters only. Keep in mind that the resource name will be seen by people outside your department. See the UD Active Directory documentation for further information about prefixes. The long name of the mailbox e.
The administrator of the mailbox i. If you want people to be able to view the contents of the calendar like they could with public folder "reviewer" access , you should specify users who should have this view-only level of access. After your resource mailbox has been created, you must configure it.
You will see the Open Other Mailbox window. After a user's been granted permissions to access a room mailbox, they can open the mailbox using the instructions in Open and use a shared mailbox in Outlook for Windows. Rooms should only be added to meetings by including them in the Attendee or Location fields. It is also not recommended to use Full Access permissions to directly manage resource calendars' response to a meeting invite. In cases where a user needs to manage a resource calendar, the calendar should be directly shared to the user as a shared calendar.
The user can accept the sharing invitation to add the calendar to begin managing the room's meetings. If the room calendar is shared with Delegate permissions, the user will also receive copies of all meeting invitations sent to the room in their own inbox. Sharing a room calendar to a user does not prevent a room from having the Auto-accept setting enabled.
If the room calendar is shared and Auto-accept is enabled, requests will be accepted by default but the response can always be changed by any user with Editor or Delegate permissions to the room calendar.
If your organization wants to use a room mailbox like a team calendar, consider using Exchange's shared calendar features. If you want to learn about the types of recipients that are available in Exchange Server, check out Recipients. For info about another type of resource mailbox, check out Manage equipment mailboxes.
You need to be assigned permissions before you can perform this procedure or procedures. To see what permissions you need, see the"Recipient Provisioning Permissions" section in the Recipients Permissions topic.
For information about keyboard shortcuts that may apply to the procedures in this topic, see Keyboard shortcuts in the Exchange admin center. If you're using room or equipment mailboxes in Microsoft or Office , see Room and equipment mailboxes for more information. If you're running Exchange in a hybrid scenario, make sure you create the room mailboxes in the appropriate place. Create your room mailboxes for your on-premises organization on-premises, and room mailboxes for Exchange Online should be created in the cloud.
Having problems? Ask for help in the Exchange forums. Although there are other fields that describe the details of the room for example, Location and Capacity consider summarizing the most important details in the room name using a consistent naming convention. So users can easily see the details when they select the room from the address book in the meeting request. Alias : A room mailbox has an email address so it can receive booking requests.
The email address consists of an alias on the left side of the symbol, which must be unique in the forest, and your domain name on the right. The alias is required. Location , Phone , Capacity : You can use these fields to enter details about the room.
However, as explained earlier, you can include some or all of this information in the room name so users can see it. After you've created a room mailbox, you can Change how a room mailbox handles meeting requests including whether it responds automatically or someone needs to decide what to do. By default, it'll automatically accept or decline requests depending on whether the requests conflict with any existing meetings on its calendar. It'll also allow meetings that repeat, and allow meetings up to days from the current date and decline any requests beyond that that are up to 24 hours in duration.
If you want to change other options, head down to Change other room mailbox properties. For information on how to create a room mailbox using the Exchange Management shell, see Examples 2 and 3 in New-Mailbox. In the list of resource mailboxes, click the room mailbox that you want to change the properties for, and then click Edit.
On the room mailbox properties page, click Booking Delegates allow automatic responses or not or Booking Options allow repeating meetings, decline meetings that are scheduled too far out, etc. Use the Booking Delegates section to view or change how the room mailbox handles meeting requests and to define who can accept or decline booking requests if it isn't done automatically.
Accept or decline booking requests automatically : If this is selected, the meeting request will automatically be declined if there's a scheduling conflict with an existing reservation, or if the booking request violates the scheduling limits of the resource, for example, the reservation duration is too long. Select delegates who can accept or decline booking requests : If this is selected, one of the people you added to the Delegates list below will be responsible for accepting or declining meeting requests that are sent to the room mailbox.
If you assign more than one resource delegate, only one of them has to act on a specific meeting request. Use the Booking Options section to view or change the settings for the booking policy that defines when the room can be scheduled, how long it can be reserved, and how far in advance it can be reserved.
Allow repeating meetings : This setting allows or prevents repeating meetings for the room. Allow scheduling only during working hours : This setting accepts or declines meeting requests that aren't during the working hours defined for the room, which are, by default, A. Monday through Friday. Always decline if the end date is beyond this limit : This setting controls the behavior of repeating meetings that extend beyond the date specified by the maximum booking lead time setting.
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Server Services. Storage Services. Table of Contents Resource Mailboxes. Configuration of Resource Mailboxes. How to configure your resource mailbox? Scheduling a meeting room in Outlook. There are two types of resource mailboxes: Room mailboxes location specific resources such as conference rooms, auditoriums, etc.
To request a resource mailbox, send email to support gwdg. The display name of the mailbox long name. The name should be descriptive and use your institute abbreviation as a prefix.
The administrator of the mailbox i. See Microsoft documentation for more information along with possible solutions:. The message body of a meeting invite contains necessary meeting information to be retained when processing the meeting invitation. Once you configure a mailbox for a video device, that mailbox's calendar will display on the device.
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