RE: How to Schedule Resources in Exchange / Outlook 2003

  • From: "Javier Sola" <jsola@xxxxxxxxxxxxxx>
  • To: "[ExchangeList]" <exchangelist@xxxxxxxxxxxxx>
  • Date: Tue, 8 Nov 2005 15:28:44 -0500

Using Auto Accept agent, and inviting the main conference room as a
required attendee, and not resource this is what I got back:

Your meeting request has been declined. There is a conflict with another
meeting already scheduled for this resource at the requested time.
Please select another resource, or try to book your meeting at a
different time.

Response type: 0
Agent Version: 6.5.7618.0

So to answer your question, no it won't double book the meetings....
hope this helps.

Javier Sola
Systems Administrator
M.O.S. Imaging Systems
14791 Oak Lane
Miami Lakes, FL 33016
V.305-779-6363
jsola@xxxxxxxxxxxxxx

-----Original Message-----
From: Richard Grubb [mailto:rg@xxxxxxxxxxxxx] 
Sent: Tuesday, November 08, 2005 3:23 PM
To: [ExchangeList]
Subject: [exchangelist] RE: How to Schedule Resources in Exchange /
Outlook 2003

http://www.MSExchange.org/

If I use the Auto Accept Agent, will it still double book meetings if
users use the "To" recipient or will it notify the user of the double
booking and not book the meeting?...this way, I don't irritate the user
by blocking the email box and no matter how the user books the meeting
room, exchange won't double book....

t.rg.


 


-----Original Message-----
From: Javier Sola [mailto:jsola@xxxxxxxxxxxxxx] 
Sent: Tuesday, November 08, 2005 12:41 PM
To: [ExchangeList]
Subject: [exchangelist] RE: How to Schedule Resources in Exchange /
Outlook 2003

http://www.MSExchange.org/

Richard,

To my knowledge and to my testing results, it does NOT do the same thing
if you use the resource as a "to" recipient. It needs to be used as a
resource so that it knows its time is occupied, otherwise in the
calendar it will overlap meetings and accept them at the same times,
etc.... So if you do use this method my recommendation is to block any
emails from being sent to that resource from everyone except
administrator (assuming administrator account is not being used for
booking resources) this way they get an undeliverable message. Then if
you teach them to add the resource as a "resource" then you don't get
the undeliverable message.

Best,

Javier

-----Original Message-----
From: Richard Grubb [mailto:rg@xxxxxxxxxxxxx]
Sent: Tuesday, November 08, 2005 2:25 PM
To: [ExchangeList]
Subject: [exchangelist] RE: How to Schedule Resources in Exchange /
Outlook 2003

http://www.MSExchange.org/

 
The two methods seem to accomplish the same result, with mf019.html
method with less features maybe. My question is...using the mf019.html
method, does it make a difference whether a user books a resource as a
"resource" recipient or will it work as in the same fashion if the user
books the resource as a "To" recipient?

Thanks, Richard


-----Original Message-----
From: Javier Sola [mailto:jsola@xxxxxxxxxxxxxx]
Sent: Tuesday, November 08, 2005 8:23 AM
To: [ExchangeList]
Subject: [exchangelist] RE: How to Schedule Resources in Exchange /
Outlook 2003

http://www.MSExchange.org/

Well, 

I went ahead and answered my own question by testing this out. Anyone
who is interested in this, feel free to read on!

If the Auto Accept Agent is enabled on a particular mailbox then the
mailbox cannot have calendar options enabled to auto accept/decline
meeting invitations per
(http://www.msexchange.org/tutorials/MF019.html).

What I noticed are the main differences is that with the auto accept
agent, the user gets a notification via email whether the resource
accepts/declines the invitation, not to mention the more flexible and
advanced features that can be tinkered with.

By setting the calendar options to auto accept via
(http://www.msexchange.org/tutorials/MF019.html) works great also, the
only thing is the user does not get a confirmation email stating that
the resource accepts or declines, it only gives you an instant
confirmation whether the resource was successful in booking or is
reserved for that specific time when submitting the appointment. 

Best to all,

Javier

-----Original Message-----
From: Medeiros, Jose [mailto:jmedeiros@xxxxxxxxxxxxxxx]
Sent: Friday, November 04, 2005 5:48 PM
To: [ExchangeList]
Subject: [exchangelist] RE: How to Schedule Resources in Exchange /
Outlook 2003

http://www.MSExchange.org/

Hi Mark, 

Why would I want to use the AutoAccept Agent for Exchange, rather then
creating a Resource Mailbox in Exchange 2000 / 2003?
http://www.msexchange.org/tutorials/MF019.html .

Can I ask what the advantage is? Since we are on the resoource topic,
does Microsoft have a way to allow you to change the resource Icon, such
as, I would like Conference rooms to use one type of Icon and Projector
resources to use another type of Icon?

Sincerely,
Jose Medeiros
ADP | National Account Services
ProBusiness Division | Information Services
925.737.7967 | 408-449-6621 CELL


------------------------------------------------------------------------

-----Original Message-----
From: Mark Fugatt [mailto:markfu@xxxxxxxxxxxxx]
Sent: Friday, November 04, 2005 2:27 PM
To: [ExchangeList]
Subject: [exchangelist] RE: How to Schedule Resources in Exchange /
Outlook 2003


http://www.MSExchange.org/

You might want to take a look at the AutoAccept Agent for Exchange, if
you are running Exchange 2003:

http://www.microsoft.com/downloads/details.aspx?FamilyID=3D0884E6-C603-4
91D-BF57-ACF03E046BFE&displaylang=en

Mark Fugatt
Dedicated Supportability Engineer (Exchange) Microsoft Services
Organisation 
Desk:   +44 (0)118 909 5630
Mobile: +44 (0)7966 858108
MSN IM: markfu@xxxxxxxxxxxxxxxxx
Blog: http://blogs.technet.com/mfugatt
Dedicated to proactively supporting Microsoft's enterprise Customers 

Mark Fugatt - Exchange DSE 

This email may contain confidential information. If you are not named on
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-----Original Message-----
From: Javier Sola [mailto:jsola@xxxxxxxxxxxxxx]
Sent: 04 November 2005 21:43
To: [ExchangeList]
Subject: [exchangelist] How to Schedule Resources in Exchange / Outlook
2003

http://www.MSExchange.org/

Hey all,

I am trying to setup the conference rooms in my company as resources in
exchange to be used for scheduling and the such. This is what i have
done so far:

Created a conference room in active directory with a mailbox, assigned
it the name Conference Room and then logged into the appropiate mailbox
in outlook. Then i went to tools > options > calendar options and setup
the preferences to auto accept all invites and decline invites that have
been double booked. Made everyone in my GAL authors of this resources
and that should do it.

Now i am able to succesfully invite this resource into my meeting and if
it is double booked it tells the user he/she cannot invite this resource
due to time conflicts.

My question is, how can i block any emails from coming into this mailbox
so that my users will learn the meaning of inviting a resource and not
just adding the resource in the TO: field of an email.... I have noticed
it doesn't work properly this way.

My next question is, is there a way to set auto reply or confirmation
emails stating that the conference room or resource has succesfully been
booked or reserved for that day and time?

Thanks for all the help in advance!!!

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