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Exchange room mailboxes

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If your Microsoft Exchange room mailboxes are already set up, jump to Calendar settings below and grant your Microsoft 365 Admin account the necessary permissions.

How to create and configure Microsoft Exchange room mailboxes

On the New resource mailbox forms ‘room account’, ‘room mailbox’ and ‘resource’ all refer to the Microsoft Exchange calendar used for booking the room.

  1. Go to the Microsoft 365 Exchange Admin Center and log in with your Microsoft 365 admin account.
  2. Navigate to Recipients > Resources.
  3. Select + Add a Resource and select Room.
  4. Enter the Name and email address for the Exchange room mailbox.
  5. Optionally enter the Capacity and Location details, and any other basic information.
    creatingaroomexchange_v1.png
  1. Click Next to continue.
  2. The Booking options page will open.
    1. Configure the room behavior to match the booking rules set for the meeting space in Condeco.
    2. For self-managed meeting spaces, tick Auto-accepts meeting request.
      roombookingoptionsexchange_v1.png
  3. Continue through the options and when done, click Create.

Your room account is created and appears in the list of ‘Resources’. To make further changes if required, double-click the room account OR select it and click edit.

Calendar settings

The following calendar settings must be set on all Exchange Sync-enabled room calendars.

Parameter Required Description Expected Value
AutomateProcessing Required Use the AutomateProcessing parameter to enable or disable calendar processing on the mailbox.
  • If set to None, both the Resource Booking and the Calendar Attendant are disabled on the mailbox.
  • If set to AutoUpdate, the Calendar Attendant will process meeting requests and responses.
  • If set to AutoAccept, resource booking is enabled on the mailbox.
 AutoAccept
AllowRecurringMeetings Optional Use the AllowRecurringMeetings parameter to enable recurring meetings. True
BookingWindowInDays Optional Use the BookingWindowInDays parameter to specify the number of days meetings can be booked in advance.
  • Valid input is an integer from 0 through 1080.
  • If the value is set to 0, the Booking Window for accepting meetings defaults to the current day, and meetings cannot be booked for a future date.
 This value must be in line with Condeco.
DeleteSubject Optional Use the DeleteSubject parameter to remove the subject of incoming meeting requests.
  • This parameter is ignored unless the ‘AutomateProcessing’ parameter is set to ‘AutoAccept’.
 False
ScheduleOnlyDuringWorkHours Optional Use the ScheduleOnlyDuringWorkHours parameter to specify whether to allow meetings to be scheduled outside work hours. This value must be in line with Condeco.

The above settings can be applied with the following PowerShell script:

Set-CalendarProcessing -Identity <ROOMNAME> -AutomateProcessing AutoAccept -AllowRecurringMeetings $true -BookingWindowInDays 365 -DeleteSubject $false -ScheduleOnlyDuringWorkHours $false

Learn more about Calendar Processing items, at Microsoft:
https://docs.microsoft.com/en-us/powershell/module/exchange/set-calendarprocessing?view=exchange-ps

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