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”.
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”.
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|
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).
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|