Configure Exchange Resource Mailbox Options in Windows PowerShell – Streamside Solutions Support

Applies to: Office 365 for professionals and small businesses, Office 365 for enterprises, Live@edu

Topic Last Modified: 2011-10-25

As soon as you create a resource mailbox, the resource mailbox can accept reservations in the form of meeting requests from all users. However, you may want to place restrictions on the resource mailbox. For example, you may want to assign resource mailbox owners who are responsible for approving or rejecting reservations, or you may want to prevent users from scheduling recurring meetings to reserve the resource.

You configure all the resource mailbox settings using the Set-CalendarProcessing cmdlet in Windows PowerShell. This topic explains the following settings:

Resource scheduling options
Resource scheduling permissions
Resource privacy options
Notification message options

For an example of Windows PowerShell code that configures a resource mailbox using some of these options, see:

Configure resource mailbox options

Before you begin

To learn how to install and configure Windows PowerShell and connect to the service, see Use Windows PowerShell in Exchange Online.

Resource scheduling options

These options control the behavior of meeting requests that are sent to the resource mailbox.

Parameter	Default value	Description
BookingWindowInDays	180 days	This parameter specifies the maximum number of days in advance that the resource can be reserved. Valid input is an integer between `0` and `1080`. The value `0` means today. All meetings must start on or before the specified date. Non-repeating meetings must end on or before the specified date. The behavior of repeating meetings is controlled by the EnforceSchedulingHorizonparameter.
EnforceSchedulingHorizon	`$true`	This setting controls the behavior of repeating meetings that extend beyond the date specified by theBookingWindowInDays parameter. Valid input for this parameter is `$true` or `$false`. When this parameter is `$true`, a recurring meeting request is automatically declined if the meetings start on or before the date specified by the BookingWindowInDays parameter, and the meetings extend beyond the specified date. Note The meeting request can still be accepted if the AllRequestOutOfPolicy parameter is `$true` or if the meeting organizer is specified in the RequestOutOfPolicy parameter. When this parameter is `$false`, a recurring meeting request is automatically accepted if the meetings start on or before the date specified by the BookingWindowInDays parameter, and the meetings extend beyond the specified date. However, the number of meetings is reduced so meetings won't occur after the specified date.
MaximumDurationInMinutes	1440 minutes, which is 24 hours	This parameter specifies the maximum duration of a meeting request to use the resource. Valid input is an integer between `0` and `2147483647`. When the value is set to `0`, the maximum duration of a meeting is unlimited. For recurring meetings, the value of MaximumDurationInMinutes applies to the length of each instance of the meeting.
ScheduleOnlyDuringWorkHours	`$false`	This parameter accepts or declines meeting requests for the resource that are not in the work hours that are defined on the resource mailbox. Valid input is `$true` or `$false`. By default, work hours are 8:00 A.M. to 5:00 P.M. Monday through Friday.
AllowConflicts	`$false`	This parameter allows or prevents conflicting meeting requests. Valid input is `$true` or `$false`. To prevent double-booking, it is set to `$false` by default.
AllowRecurringMeetings	`$true`	This parameter allows or prevents recurring meetings for the resource. Valid input is `$true` or `$false`.
MaximumConflictInstances	0	When AllowRecurringMeetings is `$true`, this parameter specifies the maximum number of conflicts that are allowed for new recurring meeting requests. Valid input is an integer between `0` and `2147483647`. If a new recurring meeting request conflicts with existing reservations for the resource more than the number of times specified by the MaximumConflictInstances value, the recurring meeting request is automatically declined. For example, suppose a recurring meeting request has 35 individual meeting occurrences, and there are conflicts with six of them. If the value of MaximumConflictInstances is `5`, the recurring meeting request is automatically declined. Note The meeting request can be manually accepted if the AllRequestOutOfPolicyParameter is `$true`or if the meeting organizer is specified in the RequestOutOfPolicy parameter. When the value of MaximumConflictInstances is `0`, no conflicts are permitted for new recurring meeting requests.
ConflictPercentageAllowed	0	When AllowRecurringMeetings is `$true`, this parameter specifies the maximum percentage of meeting conflicts that are allowed for new recurring meeting requests. Valid input is an integer between `0` and`100`. If a new recurring meeting request conflicts with existing reservations more than the percentage specified by the ConflictPercentAllowed value, the recurring meeting request is automatically declined. For example, suppose a recurring meeting request has 100 individual meeting occurrences, and there are conflicts with 21 of them. If the value of ConflictPercentageAllowed is `20`, the recurring meeting request is automatically declined. Note The meeting request can be manually accepted if the AllRequestOutOfPolicyParameter is `$true`or if the meeting organizer is specified in the RequestOutOfPolicy parameter. When the value of ConflictPercentageAllowed is `0`, no conflicts are permitted for new recurring meeting requests.

Resource scheduling permissions

These options control how meeting requests become resource reservations. Meeting requests that are sent to the resource mailbox fall into one of the following categories:

In-policy meeting requests These meeting requests don't violate any of the resource scheduling options, such as BookingPolicyInDays, AllowConflicts, or ScheduleOnlyDuringWorkHours.
Out-of-policy meeting requests These meeting requests violate one or more of the resource scheduling options. The most basic reason that a meeting request is considered out-of-policy is a conflict with an existing reservation.

Options to manage resource scheduling permissions

Automatic reservations In-policy meeting requests sent to the resource mailbox automatically reserve the resource. If the meeting request is out-of-policy, the resource mailbox automatically declines the meeting request.
To control automatic reservations, use the following parameters:
- AllBookInPolicy Everyone can automatically reserve the resource with an in-policy meeting request. Valid input for this parameter is $true or $false. The default value is $true.
- BookInPolicy When AllBookInPolicy is $false, only the specified users and groups can automatically reserve the resource with an in-policy meeting request. You can specify multiple users and groups separated by commas. If you specify the user or group using a value that contains spaces, enclose each value in double quotation marks. By default, this parameter is blank ($null).
Resource delegates If you want someone to approve meeting requests that are sent to the resource mailbox before the resource is actually reserved, you can assign resource delegates to the resource mailbox. The resource delegates are responsible for accepting or declining meeting requests that are sent to the resource mailbox. If you assign more than one resource delegate, only one of them has to act on a specific meeting request.
When a meeting request requires approval by a resource delegate, the following options are available:
- ResourceDelegates This parameter specifies the resource delegates. You can specify more than one user or group separated by commas. If you specify the user or group using a value that contains spaces, enclose each value in double quotation marks.
- ForwardRequestsToDelegates Meeting requests that require approval are forwarded to all the resource delegates. Valid input for this parameter is $true or $false. The default value is $true. When a meeting request is forwarded to the resource delegates, the request is deleted from the Inbox of the resource mailbox. If meeting requests aren't forwarded to the resource delegates, a resource delegate must open the Inbox of the resource mailbox to approve or decline meeting requests.
  Note No special restrictions are placed on resource mailboxes. Any user who knows the credentials of the resource mailbox can log on to the mailbox.
- TentativePendingApproval Meeting requests sent to the resource mailbox that require the approval of a resource delegate are tentatively accepted until the meeting request is accepted by one of the resource delegates. Valid input is $true or $false. The default value is $true.
Reservation requests In-policy meeting requests sent to the resource mailbox require approval by a resource delegate. If the meeting request is out-of-policy, the request is automatically declined. If the meeting request is in-policy, one of the resource owners can accept or decline the request to reserve the resource.
To control reservation requests, use the following parameters:
- AllRequestInPolicy Everyone can request to reserve the resource with an in-policy meeting request. Valid input is $true or $false. The default value is $false.
- RequestInPolicy When AllRequestInPolicy is $false, only specified users and groups can request to reserve the resource with an in-policy meeting request. You can specify multiple users and groups separated by commas. If you specify the user or group using a value that contains spaces, enclose each value in double quotation marks. By default, this parameter is blank ($null).
Automatic reservations combined with special reservation requests In-policy meeting requests sent to the resource mailbox automatically reserve the resource. If the meeting request is out-of-policy, the request isn't automatically declined. Instead, one of the resource delegates can approve or decline the out-of-policy meeting request. This could override an existing resource reservation.
To control automatic reservations combined with special reservation requests, use the following parameters:
- AllRequestOutOfPolicy Everyone can automatically reserve the resource with an in-policy meeting request. If the request is out-of-policy, the request can be approved by one of the resource delegates. Valid input for this parameter is $true or $false. The default value is $false.
- RequestOutOfPolicy When AllRequestOutOfPolicy is $false, only specified users and groups can automatically reserve the resource with an in-policy meeting request. If the request is out-of-policy, the request can be approved by one of the resource delegates. You can specify more than one user and group separated by commas. If you specify the user or group using a value that contains spaces, enclose each value in double quotation marks. By default, this parameter is blank ($null).

Resource privacy options

These options control the information that is preserved in or removed from meeting requests that are sent to the resource mailbox.

Parameter	Default value	Description
AddOrganizerToSubject	`$true`	This parameter adds the meeting organizer's display name to the subject of the meeting. Valid input for this parameter is `$true` or `$false`.
RemovePrivateProperty	`$true`	This parameter controls the behavior of accepted meetings that are marked as private. Valid input is`$true` or `$false`. When this parameter is `$true`, the private flag is removed from a meeting request after it is accepted. This allows the meeting subject, schedule, and details to be viewed by anyone. When this parameter is`$false`, the private flag is preserved on the meeting requests after it is accepted.
EnableResponseDetails	`$true`	This parameter includes detailed information about an accepted or declined meeting in the meeting request notification message. Valid input is `$true` or `$false`.
OrganizerInfo	`$true`	This parameter includes the name of the organizer of a conflicting meeting in the notification message when a meeting request is declined. Valid input is `$true` or `$false`.
DeleteNonCalendarItems	`$true`	This parameter deletes all e-mail messages that are sent to the resource mailbox. A resource mailbox only needs to receive calendar items. Valid input is `$true` or `$false`.
DeleteAttachments	`$true`	This parameter removes all attachments from meeting requests that are sent to the resource mailbox. Valid input is `$true` or `$false`.
DeleteComments	`$true`	This parameter removes all comments from meeting requests that are sent to the resource mailbox. Valid input is `$true` or `$false`.
DeleteSubject	`$true`	This parameter removes the subject from meeting requests that are sent to the resource mailbox. Valid input is `$true` or `$false`.

Notification message options

These options let you add customized text to notification messages that are sent to users who try to reserve the resource. The text you specify is added to all notification messages. That means the same text is added to notification messages for acceptances and declines.

Parameter	Default value	Description
AddAdditionalResponse	`$false`	This parameter enables or disables the customized text specified by the AdditionalResponse parameter in notification messages. Valid input for this parameter is `$true` or `$false`.
AdditionalResponse	Blank (`$null`)	When the AddAdditionalResponse parameter is `$true`, this parameter adds the text that you specify to all notification messages. Be sure to enclose the entire value in double quotation marks. For example,`"Conference room 23-201 is reserved exclusively for the use of faculty and staff in Building 23"`.

Configure resource mailbox options

The following example illustrates how to configure an existing resource mailbox with the following options:

Existing resource mailbox name Conference Room 1
Maximum number of days in advance the resource can be reserved 90 days
Resource delegates who accept or decline requests to reserve the resource Only the existing group named "Administrative Staff"
Users who can automatically reserve the resource No one
Users who can request to reserve the resource pending approval by a resource delegate Only the existing group named "All Graduate Students"
Users who can automatically reserve the resource if it is available, or request resource delegate approval to override an existing conflicting reservation Only the existing group named "All Faculty"

To configure these options for Conference Room 1, run the following command:

Set-CalendarProcessing "Conference Room 1" -BookingWindowInDays 90 -ResourceDelegates "Administrative Staff" -AllRequestInPolicy $false -RequestInPolicy "All Graduate Students" -RequestOutOfPolicy "All Faculty"