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Best Practice: Must set up Conf. Rooms / Projector

Posted on 2007-11-30
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Last Modified: 2011-10-19
Can anyone provide a quick How-To in Exchange 2007 to allow our employees to request a conference room and projector / laptop, as well as allow the receptionist to receive those requests for multiple conference rooms, checking the availability, approving or denying the requests, etc.?
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Question by:light-blue
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by:Sembee
ID: 20386597
Setup a resource mailbox using the wizard in Mailboxes. That will give you the resource. For denying/accepting requests, I haven't tried this, but with Exchange 2003 I used to use delegates, with the delegate being the person who needs to approve.

The users select the item as a resource in Outlook.

Simon.
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light-blue earned 0 total points
ID: 20396659
Hi Simon,

Thanks for the input. Here are the steps I found to make this process work properly, including a workaround for a "bug" (step #6) in the pre-SP1 version of Exchange 2007:

1. Log into OWA *as somebody* with Full Permissions to open the mailbox of your "conference room"
2. Click Open Other Mailbox, type the username of the conference room
3. Select Options, Resource Settings
4. Decide on your In-Policy / Out-of-Policy settings. In my case, I did this: Click "select users and groups" (leave blank unfilled) for all but the second option: "These users can submit a request for manual approval if the resource..."--there click Everyone
5. In Outlook, open the same Conference Room mailbox
6. Right-click the Calendar and set Permissions so that your delegates (next step) have at least Editor permissions.
7. Open EMS and type this command:
Set-MailboxCalendarSettings -identity ConferenceRoomUserName -ForwardRequestsToDelegates $true TentativePendingApproval $true -AutomateProcessing none -AutomateProcessing autoaccept -ResourceDelegates <List of Delegates>

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by:Sembee
ID: 20396702
That sounds about right. Doing the delegate thing is one of things on my long list of things I must try with Exchange 2007, which seems to get longer all the time.

Simon.
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by:light-blue
ID: 20396899
For the sake of completeness, I should also mention that allowing other users to view the calendar requires this:

add-mailboxpermission conferenceroom_name -accessrights ReadOnly -user domain\"Domain Users"

AND for #5 above, you'll need the following (by default, the AD account is disabled so you cannot log in as the conference room):
add-mailboxpermission conferenceroom_name -accessrights FullAccess -user domain\somebody


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by:light-blue
ID: 20397028
Sorry, two quick corrections that I just noticed while implementing that setup:

>>add-mailboxpermission conferenceroom_name -accessrights ReadOnly -user domain\"Domain Users"
add-mailboxpermission conferenceroom_name -accessrights ReadPermission -user domain\"Domain Users"

>>Set-MailboxCalendarSettings -identity ConferenceRoomUserName -ForwardRequestsToDelegates $true TentativePendingApproval $true -AutomateProcessing none -AutomateProcessing autoaccept -ResourceDelegates <List of Delegates>
Set-MailboxCalendarSettings -identity ConferenceRoomUserName -ForwardRequestsToDelegates $true TentativePendingApproval $true -AutomateProcessing autoaccept -ResourceDelegates <List of Delegates>
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by:modus_operandi
ID: 20427146
Closed, 500 points refunded.
modus_operandi
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Expert Comment

by:bkebbay
ID: 31267730
How do you set the meeting rooms to give a message saying the room is already booked and also  message to say the room has been successfully booked.

See screenshots of wthat I'm talking about.
Thanks

screenshot1.bmp
screenshot2.bmp
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