Create Room Mailbox in Exchange 2010

Creating a New Room Mailbox in Exchange Server 2010

Open the Exchange Management Console and navigate to Recipient Configuration -> Mailboxes, and start theNew Mailbox Wizard.

Exchange Server 2010 New Mailbox Wizard Exchange Server 2010 New Mailbox Wizard

Select Room Mailbox as the mailbox type to create.

Choose to Create a Room Mailbox Choose to Create a Room Mailbox

Select New User to create a new user account for the Room Mailbox.

Choose to Create a New User for the Room Mailbox Choose to Create a New User for the Room Mailbox

Select an organizational unit and fill out the user information for the new Room Mailbox.

Enter User Information for the New Room Mailbox Enter User Information for the New Room Mailbox

Change the alias if necessary and complete any of the other optional settings that are required in your environment.

Choose an Alias and Configure Optional Settings if required Choose an Alias and Configure Optional Settings if required

When you are happy with the settings you’ve chosen click New to create the Room Mailbox.

Complete the New Room Mailbox Wizard Complete the New Room Mailbox Wizard

Now that the new Room Mailbox has been created you might notice a few things about it.  Firstly, it appears as a different type of mailbox in the Exchange Management Console.

Exchange Server 2010 Room Mailboxes in Exchange Management Console Exchange Server 2010 Room Mailboxes in Exchange Management Console

You can also see that the associated user account is disabled.

Disabled User Account associated with an Exchange Server 2010 Room Mailbox Disabled User Account associated with an Exchange Server 2010 Room Mailbox

And the Room Mailbox also appears in the Room Mailboxes address list.

Exchange Server 2010 Room Mailbox Address List Exchange Server 2010 Room Mailbox Address List Configuring Exchange Server 2010 Room Mailboxes

When you open the properties of a Room Mailbox you’ll notice some additional tabs that do not appear for normal User Mailboxes.

Exchange Server 2010 Room Mailbox Properties Exchange Server 2010 Room Mailbox Properties

These additional options let you configure the Room Mailbox in different ways, such as:

  • Whether meeting requests are automatically accepted by the Room Mailbox
  • How the Room Mailbox handles conflicting appointments
  • The maximum length of time a meeting can book out the room
  • How far into the future a room booking can be made

These options make sense under different scenarios.  For example:

  • A small, general meeting room is suitable for auto-acceptance of meeting requests, but due to the number of people who may want to use the room only a maximum of 1 hour can be booked at a time
  • An executive boardroom would not auto-accept room bookings, but instead be managed by an executive assistant to make sure it is always available for meeting with important visitors
  • A training room would permit all day bookings to faciliate training classes
Configure the Room Mailbox Auto-Attendant

On the Resource General tab of the Room Mailbox properties enable the Resource Booking Attendant option.

Enable Room Booking Attendant on Exchange Server 2010 Room Mailboxes Enable Room Booking Attendant on Exchange Server 2010 Room Mailboxes

This can also be performed using the Exchange Management Shell.

[PS] C:\>Set-CalendarProcessing "Conference Room 1" -AutomateProcessing AutoAccept

When Alan Reid books the meeting room for an available time he receives an automatic acceptance from the Room Mailbox.

Exchange Server 2010 Room Mailbox Auto-Acceptance Message Exchange Server 2010 Room Mailbox Auto-Acceptance Message Configure the Room Mailbox Delegate

In this example a delegate is configured who can manage scheduling for the Room Mailbox.  In the Resource Policy tab of the mailbox properties click Add and select the user who is to become a delegate of the Room Mailbox.

Exchange Server 2010 Room Mailbox Delegates Exchange Server 2010 Room Mailbox Delegates

Delegates also need Editor access to the calendar and free/busy folder of the mailbox itself so that they can manage meeting requests.  There are two ways to achieve this:

  1. Grant an administrator Full Access Permissions to the Room Mailbox, open it in Outlook, and edit the Calendar and Mailbox permissions.
  2. Grant the delegate Full Access Permissions to the Room Mailbox

In this example I will use option #2.

[PS] C:\>Add-MailboxPermission -Identity "Conference Room 1" -User Alex.Heyne -AccessRights FullAccess

The delegate Alex Heyne can now manage room bookings. In this example a meeting is still unconfirmed waiting for Alex to approve or reject it.

Delegate Management of Room Mailbox Bookings in Exchange Server 2010 Delegate Management of Room Mailbox Bookings in Exchange Server 2010

After Alex approves the meeting the organizer (Alan Reid) receives a message confirming acceptance.

More info can be found here – http://exchangeserverpro.com/exchange-server-2010-room-mailboxes-step-by-step-guide/

Exchange 2010 Internal Anonymous Relay

Here are the steps in creating an anonymous receive connector for Exchange 2010. This is commonly done when internal devices need to send email through the Exchange server.

1. Open the Exchange 2010 management console

2. Highlight the “HUB Transport” link under “Server Configuration”

3. Right click and create a new receive connector, name the connector “Anonymous Relay”, you want to select Custom under the connection type

4. The local network settings should have the listening IP of the Exchange server

5. Under remote network settings either enter your networks entire subnet or specific IP’s allowed to send, click finish to complete

6. To setup the correct permissions open the Exchange Management Shell and run this command –

Get-ReceiveConnector “Anonymous Relay” | Add-ADPermission -User “NT AUTHORITY\ANONYMOUS LOGON” -ExtendedRights “Ms-Exch-SMTP-Accept-Any-Recipient”

7. Now we just need to change the permission groups; select the new connector and edit the settings. On the “Permission Groups” tab check the box for “Anonymous users”

8. Thats it, now send a test to confirm settings

Editing the Windows Registry from a Windows Installation Disk

Every once in a while, the Windows Registry gets so fouled up that the OS will not even boot.  This can be due to a number of things, such as viruses and malware, buggy applications, or just an absent minded registry edit on the users part.  If you know what key needs to be fixed, deleted or added, it is possible to make that change if you have a Windows Installation Disk laying around.  It has saved me from complete OS wipes multiple times.

1. If this is windows 7, you can actually make this change from it’s recovery console without the OS Installation Disk, If it is XP, you will need the installation disk

2. Boot from the disk (or into the recovery console) and get to a command prompt.  In Windows 7, you simply have to click the button that opens the command prompt, XP requires you to go into “repair” mode after booting and launch it from there

3.  When at a command prompt, simply type in regedit to open up the registry edit program.

4.  This opens up a temporary, non-existent registry hive, you now have to mount the registry from your the windows installation that you want to edit.  Create a new folder under HKEY_LOCAL_MACHINE, the name does not matter, just name it something you can remember, in this example, we’ll call it NEW

5. Highlight the newly created folder and go to the top toolbar and select File > Load Hive and browse to C:\Windows\System32\config (or wherever the offending windows installation is located) and select the software file.

6.  The entire windows registry will be mounted under this temporary folder.  It may not be a bad idea to export a copy of the registry just in case things get messed up even more.  After this, make the necessary changes and prepare to write the changes.

7. Select the Folder we created earlier named NEW and select File > Unload Hive That’s it!  The changes will be written, and hopefully your windows installation can be saved.

Creating a Exchange Server 2010 Archive Database

To create an archive mailbox database in Exchange Server 2010 start by simply creating a new mailbox database.

Next, use the Exchange Management Shell to disable automatic mailbox provisioning on the new database.

Set-MailboxDatabase “Archive Mailboxes” -IsExcludedFromProvisioning $true

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