Resources in Exchange don't respond to meeting requests
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 unsuccessful:
- The Resource does not automatically respond to meeting requests.
- The Resource does not correctly respond to meeting requests.
An incorrect mailbox or calendar configuration can cause problems with resource mailboxes.
The following instructions discuss which settings to review through the Microsoft Exchange Management Shell and Outlook Web Access to determine whether a resource mailbox is configured correctly. You may have to reference specific customer documentation to determine whether the correct settings are configured, or you may have to compare the settings to another similar resource mailbox. If there are any incorrect settings, note them, and then discuss these settings with a Subject Matter Expert (SME) before you change them.
Exchange Management Shell commands
Check the 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.
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:
AllRequestOutOfPolicy : False
AllBookInPolicy : True
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.
- ResourceDelegates: Specifies a list of users who are resource mailbox delegates. Resource mailbox delegates can approve or reject requests sent to this resource mailbox.
- ForwardRequestsToDelegates: Specifies whether to forward incoming meeting requests to the delegates defined for the resource mailbox. A valid input for this parameter is $true or $false. The default value is $true.
To change these settings, run the following command:
Set-CalendarProcessing <Identity> -<Property> <Value>
For more information, see Set-CalendarProcessing.
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.
Note Here is a blog post that explains AllowConflicts and ConflictPercentageAllowed in more detail.
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.
- Resource Delegates: All users who are delegates of the resource mailbox and can approve or reject scheduling requests.
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.
- On the Tools menu, click Options.
- Click Calendar Options, and then click Resource Scheduling.
- 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:
- Load an Outlook profile for the resource mailbox in MFCMapi.
- Locate the Free/Busy folder for the mailbox in MFCMapi that is located above Top of Information Store.
- Delete the following two files:
- Local Data
Article ID: 2005631 - Last Review: 11/22/2016 21:16:00 - Revision: 23.0