Exchange 2016 Recipients Create and Manage Room Mailboxes

 

How to create a resource mailbox called a room mailbox, a room list, and how to change room mailbox properties.

 

A room mailbox is a resource mailbox that’s assigned to a physical location, such as a conference room, an auditorium, or a training room. With room mailboxes, users can easily reserve these rooms by including room mailboxes in their meeting requests. When they do this, the room mailbox uses options you can configure to decide whether the invite should be accepted or denied.

 

To create a room mailbox, you need to be an administrator who’s a member of either the Organization Management or Recipient Management role groups.

 

If you want to grant someone access to a room mailbox so they can directly manage its calendar (for example, an assistant who needs to make room for an executive meeting), you can do so using the instructions in Manage permissions for recipients. 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 2016 and Outlook 2013.

 

If you want to learn about the types of recipients that are available in Exchange 2016, check out Recipients. For info about another type of resource mailbox, check out Manage equipment mailboxes.

 

What do you need to know before you begin?

  • Estimated time to complete: 5 minutes.
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  • 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.
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  • For information about keyboard shortcuts that may apply to the procedures in this topic, see Keyboard shortcuts in the Exchange admin center.

 

Important:

If you’re running Exchange 2013 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. Visit the forums at: Exchange Server, Exchange Online, or Exchange Online Protection.

 

What do you want to do?

Create a room mailbox

 

  • In the Exchange Admin Center, navigate to Recipients > Resources.
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  • To create a room mailbox, click New > Room mailbox.
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  • Use the options on the page to specify the settings for the new resource mailbox.
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  • Room name Use this box to type a name for the room mailbox. This is the name that’s listed in the resource mailbox list in the Exchange Admin Center and in your organization’s address book.
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  • This name is required and it can’t exceed 64 characters.

 

Note:

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. Why? 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.
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  • 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.
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  • When you’re finished, click Save to create the room mailbox.

 

After a room mailbox is created, you might alter how it manage and handles meeting requests (inclusive of whether it responds automatically, by default or someone required to decide what to do). By default, automatically it accepts or decline requests based upon whether the requests conflict among any existing meetings on its calendar. It’ll also permit meetings which repeat, and permit meetings up to 180 days from the current date (and decline any appearing requests beyond that) which are up to 24 hours in duration.

 

In case you wish to alter other options, head down to Change other room mailbox properties.

 

Change how a room mailbox manages and handles meeting requests.

  • Going in the Exchange Admin Center, traverse on Recipients > Resources.
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  • In the current list of resource mailboxes, click on the room mailbox which you wish to alter the properties for, and then click on Edit .
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  • Going on to the room mailbox properties page, click on the Booking Delegates (permit automatic responses or not) or Booking Options (permit repeating meetings, decline meetings which are scheduled too far out, etc).

 

Use the Booking Delegates option to access or alter how the room mailbox handles or manage meeting requests and to define who is going to accept or decline booking requests in case it isn’t done automatically.

 

Choose one among the following choices to handle meeting requests.

  • Accept or decline booking requests by default In case this is selected, the meeting request is automatically be declined, in case there’s a scheduling conflict with an currently existing reservation, or in case the booking request violates the scheduling limits of the resource, for instance, the reservation duration is too long.

 

  • Choose delegates who can accept or decline booking requests In case this is chosen, one of the people you added to the Delegateslist provided below will be whole responsible for accepting or declining meeting requests which are sent to the room mailbox. In case you allot more than one resource delegate, only one among them has to act on a particular meeting request.

 

Use the Booking Options section to access or change the settings for the booking policy which defines when the room can be scheduled, how long it is going to be reserved, and how far in advance it might be reserved.

 

  • Permit repeating meetings This setting permits or prevents repeating meetings for the room.
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  • Permit scheduling only during working hours This setting declines or accepts meeting requests which are not during the working hours defined for the room, that are, by default, 8:00 A.M. to 5:00 P.M. Monday via Friday. You are allowed to configure the working hours of the room mailbox either by logging into the mailbox by using Outlook on the web and following the Options > Calendar > Calendar appearance page, or by using Set-MailboxCalendarConfiguration.
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  • Always decline in case the end date is beyond this limit This setting manages and controls the behavior of repeating meetings which extend beyond the date mentioned by the maximum booking lead time setting.
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  • In case you enable this setting, a repeating booking request is by default, automatically declined in case the bookings start on or before the date mentioned by the value in the Maximum booking lead time box, and they might extend beyond the mentioned date. This is the default setting.
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  • In case you disable this setting, a repeating booking request is by default, automatically accepted in case booking requests begin on or before the date mentioned by the value in the Maximum booking lead time box, and they might extend beyond the mentioned date. But, the number of bookings is minimized so bookings won’t occur after the mentioned date.
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  • Maximum booking lead time (days) This setting mention the maximum number of days in advance which the room can be booked. Valid input is an integer among 0 and 1080. The default value is set to 180 days.
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  • Maximum duration (hours) This setting mentions the maximum duration which the room might be reserved in a booking request. The default value is set to 24 hours.
    For repeating booking requests, the maximum booking slot duration applies over to the length of every instance of the repeating booking request.
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  • There’s also a box available on this page which you can use to write a message that will be sent to users who are liable to send booking requests to reserve the room.
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  • Alter other room mailbox properties
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  • After the creation of a room mailbox, you might perform alterations and set additional properties by utilizing the Exchange Admin Center or Exchange PowerShell.

 

Use the Exchange Admin Center to change room mailbox properties

  • In the Exchange Admin Center, traverse on Recipients > Resources.
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  • In the list of resource mailboxes, click on the room mailbox that you wish to alter the properties for, and then click on Edit
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  • On the room mailbox properties page, click on one among the following sections to view or alter properties
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  • General
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  • Contact Information
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  • Email Address
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  • MailTip

 

General

 

Use the General portion to access or alter basic fundamental information regarding the resource.

 

  • Room name This name is present in the resource mailbox list in the Exchange Admin CenterExchange Admin Center and in your respective organization’s address book. It cannot be exceeded from 64 characters in case you change it.
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  • box shows the email address for the room mailbox. You might alter it in the Email Address section.
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  • Capacity This box is used to enter the maximum number of people who can securely occupy the room.

 

Click over the More options to access or alter these additional properties:

  • Organizational unit This read-only box shows the organizational unit (OU) which contains the account for the room mailbox. You should use Active Directory Users and Computers to shift the account to a different OU.
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  • Mailbox database This read-only box shows the name of the mailbox database which hosts the room mailbox. Use the Migrationpage in the Exchange Admin Center to shift the mailbox to a distinguish database.
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  • Alias Use this box to alter the alias for the room mailbox.
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  • Hide from address lists Choose this check box to restrain the room mailbox from appearing in the address book and other address lists which are defined in respective Exchange organization. After you choose this check box, users may still send booking messages to the room mailbox by using the email address.
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  • Department This box is used to mention a department name which the room is associated with. You can utilize this property to generate recipient conditions for dynamic distribution groups and address lists.
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  • Company This box is used to mention a company which the room is associated with (if applicable). Like the Department property, you might use this property to generate and create recipient conditions for dynamic distribution groups and address lists.
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  • Address book policy Use this option to mention an address book policy (ABP) for the room mailbox. ABPs consists of a global address list (GAL), an offline address book (OAB), a room list, and a fix to set of address lists.

 

In the drop-down list, choose the policy which you want to be associated with this mailbox.

  • Custom attributes This option displays the custom attributes defined for the room mailbox. To mention the custom attribute values, click over Edit . You can mention up to 15 custom attributes for the recipient.
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  • Utilize the Contact Information section to access or alter the contact information for the room. The information present on this page is shown in the address book.

 

Please Note:

You might use the State/Province box to create and generate recipient conditions for dynamic distribution groups, email address policies, or address lists.

 

Email Address

Use the Email Address section to access or alter the email addresses related with the room mailbox. This consists of the mailbox’s primary SMTP address and any related proxy addresses. The primary SMTP address (also known as the reply address) is displayed in bold text in the address list, with the uppercase SMTP value in the Type column.

 

Add:

Click on Add to append a new email address for this mailbox. choose one among the following address types:

 

  • SMTP This is the automatic default address type. Click on this button and then enter the new SMTP address in the * Email address box.
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  • EUM The EUM (Exchange Unified Messaging) address is going to be used by the Microsoft Exchange Unified Messaging service to find out or locate UM-enabled recipients within an Exchange organization. EUM addresses is inclusive of the extension number and the UM dial plan for the UM-enabled user. Click on this button and enter the extension number in the Address/Extension box. Then click on the Browse and then choose a dial plan for the mailbox.
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  •  Custom address type Click on this button and enter one of the supported non-SMTP email address types present in the * Email address box.

 

Kindly Note:

With the exception of X.400 addresses, Exchange does not validate custom addresses for accurate formatting. You should ensure that the custom address you mentioned complies with the format requirements for that respective address type.

 

Please Note:

When you append a new email address, you have the choice to make it the primary SMTP address.

 

Automatically update email addresses depending on the email address policy applicable to this recipient Choose this check box to have the recipient’s email addresses automatically updated depending on changes done to email address policies in your organization.

 

MailTip

Use the MailTip option to add a MailTip to alert users of potential problems before they send a booking request to the room mailbox. A MailTip is text which is displayed in the InfoBar whie this recipient is added to the To, Cc, or Bcc lines of a new email message.

 

Please Note:

MailTips may consist of HTML tags, however scripts aren’t permitted. The length of a custom MailTip cannot exceed from 175 displayed characters. HTML tags aren’t counted and included in the limit.

 

Use Exchange PowerShell to change room mailbox properties

 

Use the following sets of cmdlets to view and change room mailbox properties:

 

Get-Mailbox and Set-Mailbox cmdlets to view and change general properties and email addresses for room mailboxes. Use the Get-CalendarProcessing and Set-CalendarProcessing cmdlets to view and change delegates and booking options.

 

  • Get-User and Set-User Use these cmdlets to view and set general properties such as location, department, and company names.
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  • Get-Mailbox and Set-Mailbox Use these cmdlets to view and set mailbox properties, such as email addresses and the mailbox database.
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  • Get-CalendarProcessing and Set-CalendarProcessing Use these cmdlets to view and set booking options and delegates.

 

Here are few examples of utilizing Exchange PowerShell to alter room mailbox properties.

 

This example alters the display name, the primary SMTP address (known as the default reply address), and the capacity of the room. Also, the previous reply address is kept as a proxy address.

 

This given example configures room mailboxes to permit booking requests to be scheduled only during working hours and declare a maximum duration of 9 hours.

 

  • Get-Mailbox -ResultSize unlimited -Filter {(RecipientTypeDetails -eq ‘RoomMailbox’)} | Set-CalendarProcessing -ScheduleOnlyDuringWorkHours $true -MaximumDurationInMinutes 540

This example uses the Get-User cmdlet to explore and find all room mailboxes which correspond to private conference rooms, and then uses the Set-CalendarProcessing cmdlet for sending booking requests to a delegate named Robin Wood to decline or accept.

 

  • Get-User -ResultSize unlimited -Filter {(RecipientTypeDetails -eq ‘RoomMailbox’) -and (DisplayName -like ‘Private*’)} | Set-CalendarProcessing -AllBookInPolicy $false -AllRequestInPolicy $true -ResourceDelegates “Robin Wood”
    Creating a room list

In case you’re planning to have more than a 100 rooms, or already have more than a 100 rooms created, use a room list to organize your rooms. In case your company has multiple buildings with rooms which can be booked for meetings, it may help to create room lists for every building. Room lists are particularly marked distribution groups which you might use the same way you use distribution groups. But, you can only create room lists using the Exchange Management Shell.

 

Use Exchange PowerShell to generate a room list

 

  • This example generates a room list for building 32.New-DistributionGroup -Name “Building 32 Conference Rooms” -OrganizationalUnit “contoso.com/rooms” -RoomList

 

Use Exchange PowerShell to append a room to a room list

 

  • This example appends confroom3223 to the building 32 room list.Add-DistributionGroupMember -Identity “Building 32 Conference Rooms” -Member [email protected]

 

Use Exchange PowerShell to convert a distribution group to a room list

 

You might already have generated distribution groups in the past that includes your conference rooms. You don’t require to recreate them; we may convert them quickly into a room list.

 

This given example turn the distribution group, building 34 conference rooms, to a room list.

 

Set-DistributionGroup -Identity “Building 34 Conference Rooms” -RoomList

 

How do you verify that this worked?

 

To determine that you’ve successfully altered properties for a room mailbox, perform the following:

 

  • In the Exchange Admin Center, choose the mailbox and then click on Edit to access the property or functional feature which you altered. Based on the property which you changed, it may be displayed in the Details pane for the chosen mailbox.
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  • In Exchange PowerShell, use the Get-Mailbox cmdlet to determine the alterationss. One benefit of using Exchange PowerShell is that you can access several properties for multiple mailboxes.

 

In the example mentioned above where booking requests might be scheduled only during working hours and consists of a maximum duration of 9 hours, execute the following command to validate the new values.

 

  • Get-Mailbox -ResultSize unlimited -Filter {(RecipientTypeDetails -eq ‘RoomMailbox’)}|Get-CalendarProcessing|flIdentity,ScheduleOnlyDuringWorkHours,MaximumDurationInMinutes

Kristin is a content strategist at Techarex Networks. Kristin follows the B2B technology space closely and loves to write on the latest changes in technology, futuretech and fixes for day to day how to issues. Besides writing Kristin also loves music, moves and skating.

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