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Create Exchange Resource Mailbox

This article describes how to create resource mailboxes in Exchange - i.e. a mailbox for a resource that can be scheduled and booked, for instance meetings rooms.

General

In Exchange 5.5 and up, there is support for resource mailboxes. These can be used to manage meeting rooms, data projectors, equipment, cars etc. The information below shows how to set up a resource mailbox in Exchange 2000 and 2003.

Create mailbox account

First we create a mailbox account in Active Directory for each resource. The resources could be placed in their own Organizational Unit to keep them from the ordinary users.

  • Open the administration tool Active Directory Users and Computers
  • Create a New User in the OU you want the resource to be in
  • Enter the name according to the example below

  • Choose to create a Exchange mailbox. That is where the calendar information is stored for the resource.

  • Complete the creation of the user account.

Configure the Calendar in Outlook

We need to log into the account to configure it. It may take a few minutes before Exchange has created the account so that we can log in to it.

  • Log in to a client with the newly created account. Configure Outlook for this account and start Outlook.
  • Open Tools->Options.
  • Open the Calendar Options

  • Click on Resource Scheduling...

  • Check the top alternative. The resource will automatically accept all meeting invitations.

  • Check the second alternative to reject invitations that overlap with existing activities in the calendar.

  • Check the third alternative to disallow invitations to recurring meetings. 

  • We can then manually set the permissions for this calendar, so that users can view and book appointments, or press OK.

  • Check this alternative if we want to set standard permissions for this calendar. This allows all users to view and book appointments, but only change or remove their own.

  • We are not done with the configuration!

Book Resources

To book a resource, an ordinary appointment is made in your own personal calendar in Outlook. Choose Invite attendees from the toolbar in the appointment form. Then press the To button to invite both attendees and resources.

  • In order for this to work, resources must be invited as such!

In the example below, Petrus Wang is invited as a required attendee, and the Resource1 is booked as a resource.

Good luck with booking your resources!

Check out our Outlook Meetings Addin - simplifies resource booking!

Please contact us for more information or customized resource booking solutions.