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Shared vaction calendar?  Exchange Server 2013

Posted on 2016-11-08
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Last Modified: 2016-11-09
Hi,

I would like to set up a shared vacation calendar for my colleagues at work.  (When I say "I" what I mean is "the IT group at my company".  I'm actually the requester and end user).    The calendar must:
a) allow multiple users access
b) automatically accept and delete "meetings" (i.e. vacations)
c) allow "overbooking" (i.e. more than one person can take the same day off)

You can see where I am going with these requirements.  The goal is to have a user schedule a vacation on their own Outlook calendar, invite the vacation calendar, and then have everyone in the group simply view the vacation calendar to see when people are planning to be out of the office.  I want to get away from requiring each user to maintain a schedule in two places.

So far we have not been able to configure Exchange Server 2013 for the above requirements.  I can have a "resource" (like a conference room) calendar that meets requirements (a) and (b), but not (c).   I can have a regular "personal" (like fictitious user "VacationCal") calendar that meets requirements (a) and (c), not (b).  

Is it possible to create a calendar with the features I've described?
(no, I don't have SharePoint... :-)   )

Thanks!
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Question by:Kevin S
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LVL 14

Expert Comment

by:Todd Nelson
ID: 41879932
Couldn't item B (delete "meetings") be addressed with a retention policy?

Couldn't you use a Shared Mailbox?
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Author Comment

by:Kevin S
ID: 41880445
Hi Todd,
The sticking point (so far) with a shared mailbox calendar is automatic acceptance of meetings; "meetings" remain tentative until someone specifically accesses the shared calendar and accepts the meeting.   Is auto-accept possible with a shared mailbox calendar?
Thanks,
Kevin
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LVL 14

Accepted Solution

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Todd Nelson earned 500 total points
ID: 41880929
A Shared Mailbox cannot be configured for auto-accept, but I was under the supposition that you were providing permissions to the users for accessing the mailbox so they could add items to the calendar.

On the other side, why aren't you able to set overbooking with a room mailbox?

Set-CalendarProcessing -Identity "ROOMMAILBOXNAME" -AllowConflicts $true

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Author Comment

by:Kevin S
ID: 41880968
Thanks Todd -  I will ask our IT group about allowing to overbook a room using the settings you suggest.
I would like users to have access to the shared calendar, however I do not want to _require_ them to go to two places to complete one task.  They should be able to manage their time off from their own calendar.
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Author Closing Comment

by:Kevin S
ID: 41881146
Worked - Thanks!
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