Set scheduling permissions for a room mailbox

Article
12/09/2016

Applies to: Exchange Online, Exchange Server 2013

After you create a new room mailbox, you can configure additional scheduling permissions using the EAC or the Shell, as follows.

Automatically approve booking requests sent by specific users and groups
Specify users and groups who can submit booking requests to resource delegates for approval.
Specify users and groups who can submit booking requests to resource delegates for approval if the room is unavailable at the requested date and time.

Booking requests for room mailboxes fall into two categories:

In-policy requests These requests don't violate any of the resource scheduling options, such as duration or recurrence limits.
Out-of-policy requests These requests violate one or more of the resource scheduling options. Conflicts with existing reservations are the most common example of out-of-policy requests.

You can configure the scheduling permissions for a room mailbox to handle both in-policy and out-of-policy requests.

For additional management tasks related to configuring room mailbox properties, see Create and manage room mailboxes.

What do you need to know before you begin?

Estimated time to complete: 2 to 5 minutes, depending on how many properties you configure.
You need to be assigned permissions before you can perform this procedure or procedures. To see what permissions you need, see the "Resource Mailbox Configuration Permissions" entry in the Recipients Permissions topic. For information about keyboard shortcuts that may apply to the procedures in this topic, see Keyboard shortcuts in the Exchange admin center.

Tip

Having problems? Ask for help in the Exchange forums. Visit the forums at Exchange Server, Exchange Online, or Exchange Online Protection..

What do you want to do?

Use the EAC to configure scheduling permissions for a room mailbox

In the EAC, on the Me tile, select Another user from the drop-down menu.

Tip

Not sure where the Me tile is? See the topic Exchange admin center in Exchange 2013 for a tour of the EAC’s user interface elements.
On the Select Mailbox page, select the room mailbox, and then click OK.

The Options page for the room mailbox you selected will be displayed. At the top of the page, there’s a note that identifies the mailbox you’re working on.
Navigate to the Settings > Resource page.

Under Scheduling Permissions, you can configure the settings described in the following table to control how booking requests become room reservations.

Setting	Description
These users can schedule automatically if the resource is available.	In-policy requests sent to the room mailbox automatically reserve the room. If the request is out-of-policy, the room mailbox automatically declines the request. Choose one of the following values: Everyone Everyone can automatically reserve the room with an in-policy request. Note The value Everyone is selected here if you select Automatically accept or decline booking requests in the Booking Options for the room mailbox in the EAC. Select users and groups Only the specified users and groups can automatically reserve the room with an in-policy request. If you don't specify any users or groups, this scheduling permission is ignored.
These users can submit a request for owner approval if the resource is available.	In-policy requests sent to the room mailbox require approval by a resource delegate. If the request is out-of-policy, the request is automatically declined. If the request is in-policy, one of the resource delegates can accept or decline the reservation request. Choose one of the following values: Everyone Everyone can reserve the room with an in-policy request. Note The value Everyone is selected here if you select Select delegates to accept or decline booking requests in the Booking Options for the room mailbox in the EAC. Select users and groups Only the specified users and groups can reserve the room with an in-policy request. If you don't specify any users or groups, this scheduling permission is ignored.
These users can schedule automatically if the resource is available and can submit a request for owner approval if the resource is unavailable.	In-policy requests sent to the room mailbox automatically reserve the room. If the request is out-of-policy, the request isn't automatically declined. Instead, one of the resource delegates can approve or decline the reservation request. This could override an existing resource reservation. Choose from one of the following values: Everyone Everyone can automatically reserve the room with an in-policy request. If the request is out-of-policy, the request can be approved by one of the resource delegates. Select users and groups Only the specified users and groups can automatically reserve the room with an in-policy request. If the request is out-of-policy, the request can be approved by one of the resource delegates. If you don't specify any users or groups, this scheduling permission is ignored.

These users can schedule automatically if the resource is available.

In-policy requests sent to the room mailbox automatically reserve the room. If the request is out-of-policy, the room mailbox automatically declines the request.

Choose one of the following values:

Everyone Everyone can automatically reserve the room with an in-policy request.

Note

The value Everyone is selected here if you select Automatically accept or decline booking requests in the Booking Options for the room mailbox in the EAC.
Select users and groups Only the specified users and groups can automatically reserve the room with an in-policy request. If you don't specify any users or groups, this scheduling permission is ignored.

These users can submit a request for owner approval if the resource is available.

In-policy requests sent to the room mailbox require approval by a resource delegate. If the request is out-of-policy, the request is automatically declined. If the request is in-policy, one of the resource delegates can accept or decline the reservation request.

Choose one of the following values:

Everyone Everyone can reserve the room with an in-policy request.

Note

The value Everyone is selected here if you select Select delegates to accept or decline booking requests in the Booking Options for the room mailbox in the EAC.
Select users and groups Only the specified users and groups can reserve the room with an in-policy request. If you don't specify any users or groups, this scheduling permission is ignored.

These users can schedule automatically if the resource is available and can submit a request for owner approval if the resource is unavailable.

In-policy requests sent to the room mailbox automatically reserve the room. If the request is out-of-policy, the request isn't automatically declined. Instead, one of the resource delegates can approve or decline the reservation request. This could override an existing resource reservation.

Choose from one of the following values:

Everyone Everyone can automatically reserve the room with an in-policy request. If the request is out-of-policy, the request can be approved by one of the resource delegates.
Select users and groups Only the specified users and groups can automatically reserve the room with an in-policy request. If the request is out-of-policy, the request can be approved by one of the resource delegates. If you don't specify any users or groups, this scheduling permission is ignored.

When you've finished configuring scheduling permissions or any other settings on this page, click Save. Then just close the window to return to the EAC for your organization.

Use the Shell to configure scheduling permissions for a room mailbox

You can also configure scheduling permissions using the Set-CalendarProcessing cmdlet in the Shell. The following table describes the parameters you can use to configure scheduling permissions.

Setting	Parameter
Specify the users who can automatically schedule a room if it’s available	AllBookInPolicy Everyone can automatically reserve the room 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`, use the BookInPolicy parameter to specify the users and groups can automatically reserve the room 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.
Specify the users who can submit a booking request for approval if the room is available	AllRequestInPolicy Everyone can request to reserve the room 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 room 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.
Specify the users who can schedule a room automatically if it’s available and can submit a booking request for owner approval if the room is unavailable	AllRequestOutOfPolicy Everyone can automatically reserve the room 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 room 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.

The following example shows how to configure an existing room mailbox with the following settings:

Users who can automatically reserve the resource: No one
Users who can request to reserve the resource pending approval by a resource delegate: Only members of the group named "All Managers"
Users who can automatically reserve the resource if it is available, or request resource delegate approval to override an existing conflicting reservation: Only members of the group named "Executive Assistants"

To configure these settings for Executive Room 1, run the following command.

Set-CalendarProcessing "Executive Room 1" -AllRequestInPolicy $false -RequestInPolicy "All Managers" -RequestOutOfPolicy "Executive Assistants"

One advantage of using the Shell is that you can set the properties for multiple room mailboxes. Using the settings from the previous example, you could run the following command to set the scheduling permissions for all executive conference rooms in the organization.

Get-Mailbox -ResultSize unlimited -Filter {(RecipientTypeDetails -eq 'RoomMailbox') -and (DisplayName -like 'Executive*')} | Set-CalendarProcessing -AllRequestInPolicy $false -RequestInPolicy "All Managers" -RequestOutOfPolicy "Executive Assistants"

For information about configuring resource mailbox options, see Set-CalendarProcessing.

How do you know this worked?

To verify that you’ve successfully changed the scheduling permissions for a room mailbox, do the following.

In the EAC:
- On the Me tile, select Another user from the drop-down menu.
- Select the room mailbox, and then click OK.
- Navigate to the Settings > Resource page.
- Under Scheduling Permissions, verify that the settings are configured like you want.
In the Shell, use the Get-CalendarProcessing cmdlet to verify the changes. In the previous example where the scheduling permissions were configured for all executive conference rooms, run the following command to verify the new values.
```
Get-Mailbox -ResultSize unlimited -Filter {(RecipientTypeDetails -eq 'RoomMailbox') -and (DisplayName -like 'Executive*')} | Get-CalendarProcessing | fl Identity,*policy*
```