Meeting Room & Calendar - Exchange 2016

Abdulsalam Alfantoukh
Abdulsalam Alfantoukh used Ask the Experts™

I have couple of questions regarding Meeting Room of Exchange 2016 as below:

1- How to prevent double booking for certain room?
2- How to receive a confirmation of my booking?
3- When I go to outlook >> calendar >> Open Calendar >> From Room List then, it takes long time to show the result and it shows all reservation as Tentative?

Thank you

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Jodi WeinsteinNetwork Administrator

The Tenative part is another party possibly might have to approve the booking.  This I know from my previous job as I was the AV Tech as well.  Do all rooms show up as Tentative.  Has this ever happened before and what has changed since the last time it worked?  I could help you just need more history.
Jodi WeinsteinNetwork Administrator

Next.  Is each room setup as a mailbox?  This needs to be in place. To enable a pop up that the room is booked please try this, you have to enable the resource account log in, start outlook and connect to Exchange as the resource.  Go to tools, options, Calendar options. resource scheduling and check the first 2 options. (Automatically accept meeting requests and process cancellations and Automatically decline conflicting meeting requests.

Disable the resource account again.

The popup will show up under the following condition.

Create the meeting and book with outlook.
System Administrator
for 1 and 2  have a read of the below but the easiest way to achieve this is to set the automatic processing to autoaccept and the allow conflicts to False

 run this command against your mailbox in exchange shell to check what the settings are

Get-CalendarProcessing rommname | fl

line 2 and 3

you want it to be as below

AutomateProcessing                  : AutoAccept
AllowConflicts                      : False

to change it use Set-CalendarProcessing -Identity "mailbox" -AutomateProcessing AutoAccept -AllowConflicts $false
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Jodi WeinsteinNetwork Administrator

I like Daryl solution as I just tested in my test environment, It far exceeds my idea.
Thank you Daryl I have applied what you suggest and it works fine.
Dear Jodi,

Thank you for your reply and support. regarding your question for point # 3 "Tentative", Yes all rooms show as tentative  and we just configured the exchange server, also it takes long time to show the rooms status.

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