How to change the Auto-Response from Exchange for Meeting Room Bookings

When using Exchange as your meetings backbone, as most companies in the world do, you have many choices when it comes to booking approvals.

The two most common settings are:

  • Meeting rooms auto accept meetings when space is available.
  • A specific individual/group needs to approve meeting room requests.

It is very important for customers to make sure their end users have all the information they need for their meetings. We have often seen that individuals booking meetings need reminders to book services or register their guests. By enabling custom response messages, you can give your end users a friendly reminder to take care of everything and add your own personal touch as well.

 

What many don't know is that you can customize the message that is sent back to the individual requesting the room as in the example below. This can be set up by following steps:

1. Using the Exchange Admin Center

  • In the Exchange Admin Center, click the "resources" tab under Recipients

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  • Double-click the room you would like to edit. (Or you can select the pencil above the rooms with the room selected.)

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  • Select "booking options"

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  • Under the section "If you want the meeting organizer to receive a reply, enter the text below.", enter the custom message. Then click save.

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  • You should see the messages in the area below of the response email.

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2. Using PowerShell

  • You will be using the following commands under SetCalendarProcessing:
    • [-AddAdditionalResponse <$true | $false>]
    • [-AdditionalResponse <String>]
  • The full command would look something like this:
    • Set-CalendarProcessing -Identity "room1@yourdomain.com" -AddAdditionalResponse $true -AdditionalResponse "Add Message Here."
  • For a bulk message use the following command:
    • Get-MailBox | Where {$_.ResourceType -eq "Room"} Set-CalendarProcessing -AddAdditionalResponse $true -AdditionalResponse "Add Message Here."

Here are some examples of custom messages:

"Don't forget to register your guests in Welcome+ by clicking the add-in on the ribbon from this response or within the meeting invite. If you are requesting services, please don't forget to order these in Meeting+ from the ribbon of this response or the meeting invite."

"Please don't forget to order your catering, AV requests and facilities requests in Meeting+ by clicking the add-in on the ribbon above from this response or within the meeting invite."

"Please don't forget to register all guests and services needed at least 24 hours in advance using Welcome+ and Meeting+ respectively."

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