Resources in Exchange do not respond to meeting requests

Article ID: 2005631 - View products that this article applies to.
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Symptoms

When you try to use Resource Booking to schedule a resource such as a conference room by using Microsoft Outlook, you may notice the following behavior when Resource Booking is not successful:

  • The Resource does not automatically respond to meeting requests.
  • The Resource does not correctly respond to meeting requests.

Cause

Incorrect mailbox or calendar configuration can cause problems with resource mailboxes.

Resolution

These instructions discuss what settings to review to determine whether a resource mailbox is configured correctly by using the Microsoft Exchange Management Shell and Microsoft Office Outlook Web Access. You may have to reference specific customer documentation to determine whether the correct settings are configured, or you must compare the settings to another similar resource mailbox. If there are any incorrect settings, note them, and discuss these settings with the Subject Matter Expert before you change the settings.

Exchange Management Shell commands

Check mailbox configuration by using the following command:

get-mailbox <Identity>| fl *type*,*link*,*share*

The output should resemble the following:

ResourceType                 : Room
RecipientType                 : UserMailbox
RecipientTypeDetails        : RoomMailbox
IsLinked                          : False
LinkedMasterAccount       : NT AUTHORITY\SELF
IsShared                         : False

  • ResourceType: This value should be Room in most cases. If the client configured special resource types, the value may be set to Equipment or to another kind of resource. See the client-specific documentation, or compare the value to another similar resource mailbox.
  • RecipientType: This value should be User Mailbox.
  • RecipientTypeDetails: In most cases, this value should be Room Mailbox.
  • IsLinked: In most cases, this value should be False.
  • LinkedMasterAccount: This value should be NT Authority\Self.
  • IsShared: In most cases, this value should be False.

If you have to convert the mailbox to a Room mailbox, use the following command:

Set-Mailbox <Identity> -Type Room

Next, confirm that the mailbox is configured to respond automatically to meeting invites. To do this, use the following commands.

Note In Microsoft Exchange Server 2010, the command was changed to get-calendarprocessing.

Example:

Get-CalendarProcessing <Identity> | fl AutomateProcessing

The AutomateProcessing attribute should be set to AutoAccept.

To change the AutomatProcessing attribute, use the following command:

Set-MailboxCalendarSettings <Identity> -AutomateProcessing AutoAccept -ConflictPercentageAllowed 0 -maximumConflictInstances 0

Exchange Server 2010 example:

Set-CalendarProcessing <Identity> -AutomateProcessing AutoAccept -ConflictPercentageAllowed 0 -maximumConflictInstances 0

If the problem is inconsistent, or incorrect responses from the resource occur, check the restriction policies. To do this, use the following command:

get-mailboxcalendarsettings <Identity> | fl *policy

Exchange Server 2010 example:

get-calendarprocessing <Identity> | fl *policy

These settings control how users book resources automatically if they are available and how to submit a request for manual approval if the resource is not automatically available. The output may resemble the following:

RequestOutOfPolicy        :
AllRequestOutOfPolicy     : False
BookInPolicy                  :
AllBookInPolicy               : True
RequestInPolicy              :
AllRequestInPolicy          : False

  • AllRequestOutOfPolicy: When the value is set to $True, this right is granted to everyone. When the value is set to $False, only users who are listed in the RequestOutOfPolicy parameter are granted permissions to this right. The default setting is $False.
  • AllBookInPolicy: This setting controls whether users can book the resource automatically if it is available. When the value is set to $True, this right is granted to everyone. When the value is set to $False, only users who are listed in the BookInPolicy parameter are granted permissions to this right. The default setting is $True.
  • AllRequestInPolicy: This setting controls whether users can submit a request for manual approval if the resource is available. The booking is not automatic. When the value is set to $True, this right is granted to everyone. When the value is set to $False, only users who are listed in the RequestInPolicy parameter are granted permissions to this right. The default setting is $False.

To change these settings, use the following command:

Set-MailboxCalendarSettings <Identity> -<Property> <Value>

Exchange Server 2010 example:

Set-CalendarProcessing <Identity> -<Property> <Value>

Outlook Web Access settings

Sign in to the mailbox by using Outlook Web Access, click the Options menu, and then click Resource Settings.

Note These settings can be managed by users who have full mailbox permissions to the resource mailbox. These settings are the same as most of the settings that can be modified by using Exchange Management Shell.

Resource Scheduling Options

  • Automatically process meeting requests and cancellations: Allows for automatic processing.
  • Disable Reminders: No reminders are kept for meetings in the resource mailbox.
  • Maximum number of days: Allows for a booking window.
  • Always decline if end date is beyond this limit: Indicates whether recurring meetings are declined if the end date is beyond the booking window.
  • Maximum allowed minutes: Specifies maximum length of each meeting.
  • Allow scheduling only during working hours: Rejects meetings that are scheduled after work hours.
  • Allow Conflicts: Multiple calendar items can be reserved during the same time.
  • Allow recurring meetings: Allows for recurring meetings to be scheduled.
  • Allow up to this number of individual conflicts: Specifies the maximum number of conflicts.
  • Allow up to this percentage of individual conflicts: Sets a conflict percentage threshold for recurring meetings.

Resource Scheduling Permissions

  • Book in Policy: All users who are defined in this option can schedule a meeting automatically.
  • Request in Policy: All users who are defined in this option must wait for a manual approval even if the mailbox resource is available.
  • Request out of policy: These users can automatically schedule the resource if the resource mailbox is available. If the resource is not available, the meeting that is requested must be approved manually. However, the request is never declined automatically.
  • No permission: In this case, the request does not fit into any of these groups, and the request is automatically declined. Be aware that if the resource is not available, the request is declined, and the only exception is for the users of the Request out of policy setting.

Outlook 2007 Direct Booking

In earlier versions of Outlook and of Exchange, a system that was known as Direct Booking was used to let users book resource mailboxes. These settings are still available in Outlook 2007 to provide backward compatibility for Exchange 2003 environments. However, BPOS-D is built on Exchange 2007 and on Exchange 2010. Therefore, there is no reason that Direct Booking should be enabled on any resource mailboxes or typical user mailboxes. If there is a booking problem with a resource mailbox, such as booked meetings do not send out a correct response, agents should check to make sure that the mailbox does not use Direct Booking and instead uses the typical Automate processing function that is set to Auto Accept. Here is how you can access the Direct Booking options for a mailbox in Outlook 2007.

  1. On the Tools menu, click Options.
  2. Click Calendar Options, and then click Resource Scheduling.
  3. Make sure that all three check boxes are not selected.

Corrupted Free/Busy Data

Some booking issues are related to corrupted Free/Busy data. In these cases, best practices are to update the Free/Busy information for the resource mailbox. To do this, follow these steps:

  1. Load an Outlook profile for the resource mailbox in MFCMapi.
  2. Locate the Free/Busy folder for the mailbox in MFCMapi that is located above Top of Information Store.
  3. Delete the following two files:
    • Local Data
    • Sniffer

Properties

Article ID: 2005631 - Last Review: March 23, 2011 - Revision: 18.0
APPLIES TO
  • Microsoft Business Productivity Online Dedicated
  • Microsoft Exchange Online Dedicated
  • Microsoft Exchange Server 2007 Enterprise Edition
  • Microsoft Exchange Server 2010 Enterprise
Keywords: 
KB2005631

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