In this video, Sharon explains the types of resource mailboxes, including equipment and room mailboxes, and demonstrates the various booking options and other variables for resource mailbox configuration.
- [Narrator] Mailboxes are not just for people. We can also manage our equipment in rooms using a resource mailbox. We can set up our resources to allow our users to easily book out the resource itself. For example, I may need to book out a conference room in the LA office that can accommodate up to eight people. With Exchange, I can book the conference room at the same time as I invite the other users. We have two types of resource mailboxes. First, we have room mailboxes.
These mailboxes represent a location such as a board room or training room. Equipment resources are resources that move around such as a projector or a laptop. Setting up resource mailboxes is a very simple process. I will show you how to set up these mailboxes using both the Portal and Powershell. The first thing you need to do is login to the Office 365 Portal with an administrator account, enter the Admin center and then we need to enter the Exchange Admin center.
To do so, click on Admin centers at the bottom of the page, and then click Exchange. Resource mailboxes are under the Recipients tab. You will notice I already have one piece of equipment and one room already created. I'm going to go ahead and create another meeting room. Click on the Plus, in our case it will be a room and then we're going to provide a room for it. A piece of advice: I would recommend having a very clear naming convention for you rooms. For example, if you have several locations, you may want to break it down by city or by address and then the room names or the room numbers.
This will make it so much easier for that user to locate a room in the location they need to be in. In our example, I'm going to go ahead and create a meeting room for Vancouver. Provide a name, provide an e-mail address, I'm going to go ahead and add the location and then I always like to add in the capacity. This will make it so much easier for your users, that way they can pick a meeting room that meets their needs. Let's say our Vancouver meeting room only holds 16.
Go ahead and click Save; our Vancouver meeting room has now been created but the initial set up does not make all the options available to you. To further configure your room you must edit it after it has been created. To do so, double click on the room. One of the other things I like to do with our meeting rooms I always like to add in what else is available within that meeting room. For example, maybe our meeting room has a projector. I'm going to go ahead and add projector under custom attributes.
Click Okay. Now our users not only can look for a meeting room that that holds 16 people but also has a projector. You can set up the mailbox to automatically except booking requests taking the burden off of you mainly managing the room. To do so, click in Booking Delegates and again accept or decline booking requests automatically. If your users have re-occurring meetings, it may be advantageous to allow the room to be able to book out for these repeating meetings.
To do so, click on Booking options and allow repeating meetings. There are several other options you can configure for your mailbox meeting rooms. You can go ahead click through these enter in the information as you require it. Once you're satisfied with your set up, go ahead, click Save and now when you're users go ahead and book that Vancouver meeting room, it will automatically be accepted for them. Setting up equipment resource mailboxes is a very similar process. Go ahead, click on Plus in Equipment mailbox.
I have a laptop that my users can book for presentations. I'm going to call it "presentation laptop." Again, please make sure you're using names that make sense to your users. For demonstration purposes I'm keeping it pretty simple. Provide an email address and click Save. It'll take a few moments for the resource to be assigned. Our presentation laptop has been created for us. If I go to edit that resource you'll notice that the options are very similar here.
Again, we have capacity, you wouldn't really have a capacity for a laptop but the booking delegates is the same, allowing you to automatically accept the booking requests. As you can see, the other options are very similar to the room resource. In this example, I'm going to add a Mail tip. What this will do it will also provide a little piece of information to the user as their booking this resource. Because this is a laptop, I may want to indicate that it only accepts HDMI connections.
This lets the user know that they will only be able to use HDMI for presentations with this laptop. Go ahead, click Save. We've covered creating resources via the Portal, now let's flip over to Powershell and see how we do the same thing there. I find the easiest way to launch Powershell click the windows key and start typing your command. I'm going to go ahead and use the Windows Powershell ISE. I need to run this as administrator therefore I will right click on it and then run as administrator.
I already have a script prepared for this demonstration. I'm going to go ahead and open that script. The first thing I need to do is authenticate to our Office 365 service. To do so, I'm using the get Credential command. I'm passing the parameters to the variable user credential. This just saves me from typing my user name and password over and over again. Next I'm going to connect to the Microsoft Online Service. Now, I can connect to the Exchange Online Service. To do so, I'm using New PS session, I'm providing our connection URI; I'm passing our credential information along, our authentication is basic, and we're allowing for redirection.
Next we're going to go ahead and import our PS session. I'm going to clear the screen to give us a little bit more real estate to work with. Now we can go ahead and start creating our resources. Our first resource will be a room resource, our command is new mailbox, we're going to provide the name of YYZConf, our display name will be the Toronto Conference room, and as I've already said, this will be a room resource. Again I'm going to go ahead and clear the screen.
Now that our room mailbox has been created I want to have this room automatically accept booking requests. To do so I'm using Set Calendar processing, specifying the name of our room, and automate processing will be Auto Accept. And finally I want to go ahead and create a new mailbox for a piece of equipment. As you can see the command is very similar to what we've already done for our room resource. Providing a new mailbox, providing a name and then specifying that this is equipment, and then go ahead and run this.
We can see our mailbox has been created. Let's look at these through the Exchange Admin center. If you don't see your resources right away you may have to actually go ahead and hit Refresh. You can see our Toronto conference room has been created and is going to automatically accept our booking requests. Our portable projector has also been created for us. Using mailbox resources to manage your rooms and equipment will make not only your life easier but the lives of your users much easier.
- Changing the default and reply-to email addresses
- Managing SIP addresses
- Creating resource mailboxes
- Creating external contacts
- Creating distribution lists
- Creating and applying retention policies for Exchange mailboxes
- Configuring Skype for Business Online communication settings