Exchange 2007 Resource Booking AttendantManaging Resource Mailboxes in Exchange Server 2. Part 1)If you would like to read the next parts in this article series please go to: In this article we will be looking at how to create Resource Mailboxes using the Exchange Management Console and Exchange Management Shell, how to convert a Regular Mailbox into a Resource Mailbox, and finally we will identify the differences between a Resource Mailbox and a Regular Mailbox. Creating Resource Mailboxes using the Exchange Management Console. Exchange Server 2. Mailbox, Contacts, Mail User, and Distribution Groups. Here are the steps needed to create a resource mailbox object: Open the Exchange Management Console. Expand Recipient Configuration. In the Mailbox pane, click on New Mailbox. We have to choose what kind of object we are creating, in Exchange Server 2. Room mailbox: This is a mailbox to be assigned specifically to Meeting Rooms. Its associated user account will be disabled in Active Directory. Equipment mailbox: This is a mailbox specific to equipment, (i. TV, Projector, GPS and etc). As with a Resource mailbox, this kind of mailbox will create a disabled user in Active Directory. In the Introduction window, select Room Mailbox and then click Next to continue. In the User Type window, we can choose either to create a new user or to assign an existent user to the new resource mailbox.
Resource Mailboxes in Exchange 2010 Introduction Many organizations that I have come across that have implemented Exchange have found the need to create mailboxes that represent resources, such as conference rooms or equipment items such as. If we choose to assign it to an existent user, we will have to check if the account does not already have a mailbox associated to it. Click Next to continue. User Information. In the User Information window, we should fill out the user’s personal information and select the Organization Unit where it will be created. Applies to: Exchange Server 2007 SP3, Exchange Server 2007 SP2, Exchange Server 2007 SP1, Exchange Server 2007 Topic Last Modified: 2012-08-31 This topic explains how to use the Exchange Management Shell to set resource booking policies. ![]() After that click on Next (Figure 0. Figure 0. 2: Filling out the Resource mailbox user information data and choosing the OUMailbox Settings. On the Mailbox Settings page, we can define the mailbox information such as Alias, Mailbox Server, and Mailbox Store where the new resource mailbox will be located. The policies for Mailbox and Active. Sync can also be defined in this step. We can choose which fields we are going to fill out and then click Next to continue. In the New Mailbox window, we will get a summary of all the information that we have selected in the previous steps. These parameters will be used by the cmdlet New- Mailbox for the creation of this resource mailbox object. To create the resource mailbox, click on New (Figure 0. Figure 0. 4: The parameters that will be used in the creation of the new resource mailbox. Completion. In the Completion window, we will see the cmdlet New- mailbox and the parameters that we used in the creation process of this new resource mailbox. The difference between a normal mailbox and a resource is the parameter . When we use the cmdlet new- mailbox . To do this, we can use a cmdlet called New- Mailbox. There are many parameters associated with this command- let, and the required parameters for the cmdlet are the following: And the parameter to choose the resource type. For Resource Mailboxes the Password is not requested during the process, as shown in Figure 0. Figure 0. 6: Creating a mailbox through the cmdlet New- Mailbox in the Exchange Management Console. Analyzing the Resource mailboxes. A Resource Mailbox is different in many ways from a regular mailbox, such as Active Directory, specific Attributes, specific features through OWA, and there is a special place in the schedule assistant for them. In the Active Directory, all the Resource Mailboxes are created as disabled accounts, as shown in Figure 0. This means that we cannot log on to the network with resource mailbox user credentials. Figure 0. 7: All Resource mailboxes as disabled accounts. In OWA under Options we have a new item called Resource Settings, specifically for Resource Mailboxes, as shown in Figure 0. We will be looking at this in the second part of this article series. Figure 0. 8: Resource Settings item that appears when we have a Resource mailbox. Using either OWA or Outlook 2. Scheduling Assistant feature that simplifies booking meetings. The feature recommends the best days and times for meetings by providing a color- coded interface (Figure 0. In the example below, the Assistant shows that 4 of 4 Attendees are available at 1. Chicago Room has an appointment at that suggested time). Figure 0. 9: Scheduling Assistant in action. We can validate the free time among the participants and Meeting Rooms using the Suggested Times tool. Another feature is that when we add new mailbox rooms to the view above there is a special list called All Rooms which allows us to pick only Room Mailboxes (Figure 1. Figure 1. 0: Choosing a Room Mailbox to check availability. Finally, we can see all resource mailboxes through the Exchange Management Shell, as shown in Figure 1. Resource Mailboxes have four specific attributes: Is. Resource, Resource. Type, Resource. Capacity and Resource Custom. Figure 1. 1: All resource mailboxes and what type they are using Exchange Management Shell. Allowing a user to get access to the Resource mailbox. After creation and validation of the resource mailbox, we can add permission for a specific user to control the Resource Mailbox. We can do that using the cmdlet called Add- Mailbox. Permission (Figure 1. Add- Mailbox. Permission . We can accomplish this using an OWA session. Open OWA using the credentials that have access to the Resource mailbox, and then click on the name of the logged user in the upper- right side of OWA and type in the name of the Resource Mailbox and click Open, as shown in Figure 1. Figure 1. 3: Accessing the Resource mailbox through OWAAfter that, a new window will appear with an OWA session of the specified Resource Mailbox and then we can configure the resource mailbox features of this account Converting a mailbox to Resource mailbox. Ok, let. Should we delete and start the process over again? No, it is not necessary; we can convert from a Regular Mailbox to a Resource mailbox or vice- versa: Let. We also saw what the differences between a Resource Mailbox in relation to a Regular Mailbox were, how to convert from a mailbox to a resource mailbox, and to give permissions in the resource mailboxes for specific users. In the second article we will cover how to manage the Resource mailboxes. More Information: Managing Mailboxes in Exchange Server 2. If you would like to read the next parts in this article series please go to. Set up resource Booking with Exchange and Outlook. Resource scheduling in Exchange Server 2. You Had Me At EHLO? Look up http: //msexchangeteam. In this post I’m going to talk about what happened to the Auto Accept Agent in Exchange Server 2. Booking resources (e. The system should enable organizers to reliably find and book an available resource in one attempt and later confirm the reservation while minimizing attendee confusion. This is accomplished in Exchange Server 2. Exchange Server 2. Information Worker quickly find a room at the right time and schedule it. It helps minimize the effort that resource managers must undertake to manage a resource schedule. Help resource administrators control who can schedule resources. Resource booking in Exchange 2. In Exchange 2. 00. Outlook and Exchange: Exchange 2. Auto Accept Agent and. Outlook direct booking. The Auto Accept Agent (AAA) is a server- side store event sink available in the Exchange 2. SP1 timeframe. It provides automatic server- side processing of meeting requests sent to resource mailboxes that have been registered with the agent. The agent handles both requests and cancellations and sends responses to the meeting organizer. AAA uses EXOLEDB and CDOEX for notification of incoming messages and calendar item processing, respectively. Direct booking is an Outlook- specific feature that uses the organizer’s Outlook client (Outlook 2. The Outlook client of the person organizing the meeting performs all the necessary tasks, such as conflict checking and placing the reservation on the resource calendar. The resource mailbox must be manually configured with Outlook to support direct booking. It can be set up to allow automatically accept non- conflicting meeting requests and to allow/deny recurring bookings. What’s new in resource booking in Exchange 2. Exchange 2. 00. 7 provides a reliable resource management solution that maps to information worker goals and increases organizational productivity. Exchange Server 2. Resource management improvements have been made in the following areas. Booking and search services. Up- to- date Free/busy. Integration with Office Outlook 2. Schedule management services. Ability to delegate management of resource policy to users using Outlook Web Access. Policies and rules to control who can schedule and when they can schedule. Support for both manual and automatic approval. Enterprise- wide resource management services. Ability to create and manage resource schema. Resource Booking Attendant. Exchange 2. 00. 7 identifies meeting resources as either a room or equipment and includes special attributes for each of these types of resources. For example, a room resource includes a capacity attribute. Custom attributes, such as audio- visual capabilities can also be defined. The Resource Booking attendant provides the following features: Enforces maximum meeting duration. Schedules meetings only during working hours. Forwards out- of- policy requests to delegates for approval. Provides conflict information for declined meetings. Feature Comparison. The following table shows a comparison of the features available for direct booking in Outlook, using the Auto Accept Agent, and resource scheduling in Exchange Server 2. Feature. Outlook Direct Booking. Auto Accept Agent. Resource Scheduling. Booking Process Directly books without sending mailx Resource can be designated as any type of attendee xx. Does not require permissions to calendar folder of resource xx. Resource schema Distinguish between user and resource mailboxes in GAL/OAB x. Find resources based on resource criteria (location, custom property) x. Add additional, custom resource properties x. Resource administration Integration with Exchange Management Console and Shell x. Scheduling Logic Return information on conflicts in recurring meetings xx. Prevent double bookingxxx. Partially book recurring meeting xx. Strips sensitive information from request, calendar item xx. Scheduling Policy Define list of users who can book directlyx x. Control how far requests are booked in the future xx. Define list of users who can book with approval, book outside policy x. Set available hours, max duration x. Custom meeting response text* xx*Its per server in AAA and per mailbox in Exchange Server 2. Steps to set up Resource booking in Exchange 2. Before going further I want to explain a few points one should be aware while working with a resource mailbox in Exchange Server 2. A resource mailbox has the same structure as a user mailbox – it is composed of an Active Directory mailbox- enabled user object and an Exchange mailbox. The major difference between a user and resource mailbox is that the resource mailbox: Always has special resource- specific properties set on the Active Directory user object. Typically has a disabled user account and grants logon privileges to one or more “resource managers”May have a scheduling policy automatically enforced by the Resource Booking mailbox assistant. I will talk more above Exchange Server 2. Exchange server 2. Exchange Server 2. In this post I’m going to concentrate on a pure Exchange Server 2. Resource mailbox scheduling and administration in Exchange Server 2. Resource Booking Attendant. The calendar and Resource Assistant interact with each other. The Resource Assistant provides a call that determines if a mailbox is a resource or not. Create a new mailbox. This can be done either from the Shell (Powershell/Exchange Management Shell) or by using the EMC. Create a new mailbox using the EMC: Expand Recipient Configuration > select Mailbox, and then click New Mailbox in the Mailbox section of the Actions task pane. Figure 1: Click New Mailbox to start the New Mailbox Wizard. Note: In Exchange 2. When you create a new resource mailbox, the user account is disabled by default. If you click Existing User and then Browse, only disabled accounts are presented. Enabling the user account for a resource mailbox is NOT a supported configuration. Use the Shell to create a new mailbox: New- Mailbox - Name: ”Resource. In the final page of the wizard, the EMC actually shows you the Shell command that it uses. Figure 2: The final page of the New Mailbox Wizard shows the Shell command used. This will create a new resource mailbox mailbox. At the command prompt type. Get- Mailbox Resource. If you attempt to book the resource it will not automatically accept the meeting. After creating a resource mailbox, you’ll need to configure it to auto- accept meetings to which the resource mailbox has been invited. Otherwise, the resource mailbox does not automatically accept meetings sent to it and meetings sent to it will sit in the calendar of the resource in a “tentative state”. Note: To learn more about the Format- List cmdlet (the short form or alias fl is used here), please see this. Additionally, piping the output to fl *resource* will display all the attributes (of that mailbox) where the attribute name contains the string resource. Let’s check calendar settings for the mailbox: Get- Mailbox. Calendar. Settings Resource. In order to accept a meeting, one would have to log into the resource mailbox (using an account that has permissions to access the resource mailbox) and accept it. Enable Auto- Accept for a resource and configuring resource mailbox settings. Using OWA or the Shell, you can configure a mailbox to automatically process meeting requests and cancellations. Using the Shell: Set- Mailbox. Calendar. Settings Resource. Automate. Processing: Autoaccept. Get- Mailbox. Calendar. Settings Resource. What account do you use to log into OWA? Because the account for a resource mailbox is disabled, you can use either of the following methods to log into the resource mailbox using OWA: Explicit OWA logon to the resource mailbox with credentials for an account that has Full. Access permissions to the mailbox. Use this command to grant Full. Access permissions to User. Conference Room. 1 resource mailbox. Add- Mailbox. Permission - Identity: Resource. Access. Rights: fullaccess - User: user. After User. 1 has been given Full. Access rights, in your browser, enter the explicit URL for the resource mailbox: http: //servername/owa/Resource. When prompted for credentials, enter the username and password for an account that has Full. Access permission to the resource mailbox – in this case User. Log into OWA using an account that has has Full. Access permissions to the resource mailbox and select Open Other Mailbox. Enter the normal URL for OWA: http: //servername/owa. When prompted for credentials, enter the username and password for an account that has Full. Access permissions to the resource mailbox. In the upper right corner of the OWA page, click the dropdown next to the logged on username, select Open Other Mailbox and then enter the name of the resource mailbox. Figure 3: Select Open Other Mailbox to open another mailbox in OWAWhen you log into a resource mailbox, click on Options and notice Resource Settings on the left pane as an available option just for resource mailboxes. You can set the following options on this page. Every single option via the shell is available on this page. Resource Scheduling. Options. Resource Scheduling Permissions. Resource Privacy Options and. Response Message. Scheduling a Room Resource. Exchange 2. 00. 7 creates an All Rooms address list as seen in the following screenshot: Figure 4: Exchange 2. All Rooms address list by default. In Outlook 2. 00. All Rooms search feature transpires itself as shown below. Instead of clicking the To” button, which is everything in the GAL, you can now click on Rooms and we come up with the All Rooms address list. If you select a room, it automatically adds it in the Resources well. This should work if the resource is added to the “Required” field. Figure 5: Selecting Rooms when scheduling a meeting, Outlook 2. Rooms address list. Managing Resource Scheduling. If you want to lock down the resource booking options, you have the option to do so. Let’s take a look at a few of the options available to lock down resource mailboxes. Open up the shell prompt and type: Get- Mailbox.
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