Feb 12 2020
12:22 AM
- last edited on
Feb 06 2023
03:00 AM
by
TechCommunityAP
Feb 12 2020
12:22 AM
- last edited on
Feb 06 2023
03:00 AM
by
TechCommunityAP
We use room resource calendars for our room bookings. Usually we just add the meeting room into the location field or even as a participant and it books the room.
When we get meeting invitations from external parties not in our organisation (e.g. suppliers) that will visit us, we'd like to book a meeting room for that visit. How do we do this?
The only way we can currently do this is by creating our own duplicate calendar entry for the meeting and choose that room as the location, but we'd like to find a more integrated way, rather than having two separate unlinked calendar entries. With separate calendar entries, if the external meeting initiator changes meeting time, we have to manually change our own related calendar entry which we forget to do resulting in room being booked for wrong time.
Any solutions or suggestions to help with this problem?
Feb 12 2020 02:47 AM
Feb 12 2020 08:28 AM
Forwarding/adding recipients should do. You can also allow external people to book your rooms, but you will still have to work with them through the process I suppose.
Feb 12 2020 04:21 PM
@Vasil Michev I tried forwarding the meeting request onto the meeting rooms. This works for internally initiated meetings, but when I forward on external meeting invitations, it just sits in the room resource calendar's Inbox, unprocessed.
Feb 12 2020 06:16 PM
So I have enabled ProcessExternalMeetingMessages as per below PowerShell commands:
PS> Get-Mailbox "ourroom" | Get-CalendarProcessing |select ProcessExternalMeetingMessages
ProcessExternalMeetingMessages
------------------------------
False
PS> Get-Mailbox "ourroom" | Set-CalendarProcessing -ProcessExternalMeetingMessages $True
PS> Get-Mailbox "ourroom" | Get-CalendarProcessing |select ProcessExternalMeetingMessages
ProcessExternalMeetingMessages
------------------------------
True
Now when external parties invites me to a meeting and I forward this meeting onto a meeting room resource calendar, it accepts the events and replies "accept" to meeting originator, however, I have no indication myself that the event had been accepted by the meeting room calendar.
If I forward it onto the meeting room - the room does not become a participant in my calendar.
If I forward it onto the meeting room AND myself - the room becomes a participant in my calendar, but it says that the meeting room "didn't respond", despite it having responded to the initiator.
I thus have no confirmation whether the meeting room has been successfully booked or whether it was declined due to an existing booking or other policy.
How can I get the resource room calendar to reply to all participants including myself that the room has "accepted" the meeting?
Feb 12 2020 11:53 PM
Only the organizer will receive the booking notification, however you can simply look at the meeting room's calendar and see whether it's booked successfully. You cannot have two events, one in your calendar and one in the external organizer ones updated simultaneously, if that's what you are after.
Feb 18 2022 10:47 AM
Sep 20 2022 01:40 AM
@TerryBen
The solution is not ideal. You can have external senders as guests or contacts in your Exchange environment OR allow external booking (ProcessExternalMeetingMessages: TRUE) OR allow external booking and create a transport rule like if received from 'Outside the organization' then reject the message expect if 'X-MS-Exchange-Organization-AuthAs' header matches pattern 'Internal' meaning that rooms will not automatically process updates including cancelation.
Dec 13 2022 04:41 AM
Same question
Jan 25 2023 01:53 AM
Feb 07 2023 09:55 AM
Aug 24 2023 01:02 AM
If you have the correct access to the meeting rooms calendar, open the calendars in split view and drag and drop a copy of the appointment from your calendar