How do I setup a moderated group calendar in exchange 2010?

Posted on 2011-04-27
Last Modified: 2012-05-11
I have a supervisor who wants to monitor her employees meetings with vendors. What she actually wants is a group calendar that her department will send appointments to every time they have a meeting with a vendor, then she wants the calendar to email her letting her know a new appointment has been made or if an existing appointment on the calendar has been changed.

We are on Exchange 2010 and our users are on Office 2007.
Question by:KPERS
    LVL 33

    Expert Comment

    don't think that this can be done.

    Author Comment

    I know I can setup a room mailbox and in that room mailbox there is a setting to add a delegate user that can receive an email every time a user makes an appointment to it. I have had little luck getting the email notify part working but in theory it should work or am I going down the wrong path?
    LVL 33

    Expert Comment

    it is different and it wasn't meant to work for that. what will happen when she declines the meeting, and by setting he as a moderator she will have to approve each email.

    Author Comment

    The supervisor dose not want to deny or approve appointments, all she wants to do is be notified when appointments are made or changed to that calendar. I see that in the room mailbox setting that you can turn on the booking attendant to automatically accept appointments so it does not seem to be a problem from that angle. Where I am having trouble it getting the delegate part working. The way I understand it is you can add a user as a delegate and then you can check a box that says to forward the  meeting requests to the delegates, and this should then send the meeting requests to the supervisor then appointments are made.

    I must be doing something wrong or I am misunderstanding the process because when I test it the meeting requests are sent to the room's inbox and not to the delegate. So what I am trying to do now is create a  transport rule that say when an email is sent from the room mailbox to a user then CC a copy to the supervisor.

    So when the appointment is created then a request is sent to the room mailbox then the room mailbox auto accepts the request and sends back an email letting the use know it has been accepted at the same time the transport rule sees the email being sent an adds the supervisor in the CC field.

    I just can get the rule to work the way I want it to. At the same time I am thinking there must be a better way to do this with public folders but 2010 has almost abandoned public folders for Sharepoint.

    Accepted Solution

    Ok I think I got it. The reason I had issues with the rule was because I checked an extra rule conduction on accident and did not realize it. so this is what I did:

    1. Created a room mailbox called "Investments Cal"
    2. Enabled the Resource Booking Attendant option on Investment Cal
    3. Created a Transport Rule that looks for any emails sent from Investment Cal and then sends the supervisor a copy of that email.

    This works for both new appointments and changes to appointments. Given the right permission the supervisor can even add the calendar to her outlook like a shard calendar and make changes to it as needed.

    I know this is convoluted and was never meant for this purposes but it seems to work. If anyone knows a better way to do it then please let me know.

    Author Comment


    Author Closing Comment

    I would have liked to have found a better way to solve this issue.

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