On the Resource Information tab, you can view or change the resource mailbox settings. This tab is available only for resource mailboxes. For instructions on how to create a resource mailbox, see Steps for creating a room or equipment Mailbox earlier in this document.
There are two types of resource mailboxes in Microsoft Exchange Server: room and equipment. Room mailboxes are assigned to a meeting location such as a conference room, auditorium, or training room. Equipment mailboxes are assigned to a resource that is not location specific, such as a portable computer projector, microphone, or company car.
The following fields provide users with general information about the resource:
- Resource capacity Use this box on the Resource Information tab to type the capacity the resource can handle. For example, for a room mailbox, you can specify the number of people the room can accommodate. The value range is from 0 through 2,147,483,647.
- Resource custom properties Custom resource properties can help users select the most appropriate room or equipment by providing additional information about the resource. For example, suppose a custom property for room mailboxes called Audio-Visual is defined in your Exchange organization. You can add this property to the room mailboxes for the rooms that have audio-visual equipment. This allows users to identify which conference rooms have audio-visual equipment available.
Click the Add button on the Resource Information tab to open a dialog box allowing you to select custom properties. The dialog box displays a list of all custom resource properties that are defined in your Exchange organization for the specific resource type (room or equipment). Select the custom resource properties you want to assign to this mailbox, and then click OK.
Use the Remove button to remove custom resource property from the resource mailbox.
With Exchange 2013 or later, the following additional options are available:
- Enable the Resource Booking Attendant Select this check box to allow the Resource Booking Attendant to process resource booking requests and cancellations. When enabled, the Resource Booking Attendant uses the booking policies to determine whether incoming requests will be accepted or declined. If the Resource Booking Attendant is not enabled, the resource mailbox’s delegate must accept or decline all requests.
- Resource policy Click this button to view or change the options that determine under which conditions the resource mailbox automatically accepts requests. For further information, see Resource Policy later in this topic.
- Resource information Click this button to view or change the options that specify the information that appears in the resource’s calendar. For details, see Resource Information later in this topic.
- Resource in-policy requests Click this button to specify the users who are allowed to submit requests within the resource’s policy configuration. For details, see Resource In-Policy Requests later in this topic.
- Resource out-of-policy requests Click this button to specify the users who are allowed to submit requests that don’t meet the resource’s policy configuration. For details, see Resource Out-of-Policy Requests later in this topic.
Resource Policy
Use the Resource Policy dialog box to specify under which conditions the resource mailbox automatically accepts requests:
- Allow conflict meeting requests Select this check box to allow conflicting meeting requests to be scheduled by the Resource Booking Attendant.
- Allow repeating meetings Select this check box to allow repeating or recurring meetings to be scheduled.
- Allow scheduling only during working hours Select this check box to allow scheduling for the resource to occur during working hours. Users can set working hours by using Outlook or Outlook Web App.
- Reject repeating meetings that have an end date beyond the booking window Select this check box to allow the Resource Booking Attendant to reject recurring meeting requests that are outside of the resources booking window.
- Booking window (days) Use this box to specify the number of days that the resource can be booked in advance. For example, if the booking window is set for 90 days and a request is received for scheduling the resource 4 months from today’s date, the Resource Booking Attendant rejects the request.
- Maximum duration (minutes) Use this box to specify the maximum number of minutes that the resource can be scheduled for.
- Maximum conflict instances Use this box to specify the maximum number of conflicts allowed for recurring meetings. If the number of instances for a recurring meeting in conflict exceeds this number, the recurring meeting request is declined.
- Conflict percentage allowed Use this box to specify the conflict percentage threshold from recurring meetings. If the percentage of instances of a recurring meeting that conflicts with other meetings exceeds the threshold, the recurring meeting request is declined.
- Specify delegates of this mailbox Click Add to add delegates who can control the scheduling options for the resource mailbox. Click Remove to remove delegates from this resource mailbox.
- Forward meeting requests to delegates Select this check box to forward all meeting requests to the delegates.
Resource Information
Use the Resource Information dialog box to specify the meeting information that appears in the resource’s calendar:
- Delete attachments Select this check box to remove attachments from all incoming requests.
- Delete comments Select this check box to remove any text in the message body of incoming requests.
- Delete the subject Select this check box to remove the subject of all incoming requests.
- Delete non-calendar items Select this check box to remove all non-calendar Outlook items received by the mailbox.
- Add the organizer’s name to the subject Select this check box to specify whether the resource requester’s name is added to the subject of the request.
- Remove the private flag on an accepted meeting Select this check box to clear the private flag for all incoming requests.
- Send organizer information when a meeting request is declined because of conflicts Select this check box to send the meeting organizer information regarding declined requests.
- Customize the response message that organizers will receive Select the Add additional text check box to customize the message that the requester receives when the meeting has been declined, and then type the additional information in the Additional text field.
- Mark pending requests as Tentative on the calendar Select this check box to specify that all pending requests are marked as Tentative in the resource’s calendar. The delegate can then accept or deny the request as needed.
Resource In-Policy Requests
Use the Resource In-Policy Requests dialog box to specify the users who are allowed to submit requests within the resource policy’s configuration:
- Specify users who are allowed to submit in-policy meeting requests that will be automatically approved Click All users or Selected recipients. If you click Selected recipients, you need to click Add to select the recipients. You can also remove selected recipients by clicking Remove.
- Specify who can submit in-policy meeting requests that are subject to approval by a resource mailbox delegate Click All users or Selected recipients. If you click Selected recipients, you need to click Add to select the recipients. You can also remove selected recipients by clicking Remove.
