Creating a Shared Resource Calendar in Exchange 2007

It’s often handy to create a shared calendar within your organisation for booking rooms and other shared resources such as cars and laptops.

Outlook / Exchange 2007 makes this easy to achieve.

Firstly, create a shared Calendar (within Public Folders) using Outlook. For the purposes of this example, let’s call this “Pool Cars”.

Shared Calendar 001  

Shared Calendar 002

The next stage is to create the shared  resource(s). This must be done within “Exchange Management Console” on the Exchange 2007 Server (Start => All Programs => Microsoft Exchange Server 2007 => Exchange Management Console). Again, it is a simple process using the “New Mailbox” Wizard. You should choose either a “Room Mailbox” or an “Equipment Mailbox”.

Shared Calendar 011

Use the table below for completing the details within the wizard.

Mailbox Type Room Mailbox or Equipment Mailbox
User Type New User
User Information Fill in the User (Resource) Information as required.
User Logon Name PoolCar01
Password Anything valid will do (the account will be disabled)
Alias (Email Address) PoolCar01
Mailbox Database Set as per your organisation
Managed Folder Mailbox Property Set as per your organisation

Now that the Resource Mailbox has been created, it needs to be configured to “Auto Accept” Meeting Requests. This must be done within the “Exchange Management Shell” on the Exchange Server (Start => All Programs => Microsoft Exchange Server 2007 => Exchange Management Shell). Type the following command into the shell:

Set-MailboxCalendarSettings "PoolCar01" -AutomateProcessing AutoAccept

Shared Calendar 035

To check that the value has been set correctly, type:

Get-MailboxCalendarSettings “PoolCar01" | fl

That essentially completes the process. You can create as many shared resources as your organisation requires (you do not need to purchase additional CALS for these mailboxes).

Additional Notes

By default, a resource cannot be booked for more than 24 hours (1440 minutes). This setting can be adjusted using the Exchange Management Shell. The example below extends the time to 5 days (7200 minutes):

Set-MailboxCalendarSettings "PoolCar01" –MaximumDurationInMinutes 7200
Advertisements

Leave a Reply

Please log in using one of these methods to post your comment:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out / Change )

Twitter picture

You are commenting using your Twitter account. Log Out / Change )

Facebook photo

You are commenting using your Facebook account. Log Out / Change )

Google+ photo

You are commenting using your Google+ account. Log Out / Change )

Connecting to %s