conference rooms, accept agent, resources

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B

brute force

my problem is that i am using direct booking method but it wont book a

confernce room for a recurring entry. thus i think the user would have to

send a separate email to the users re the meeting and then a separate booking

for each week for the conference room. issue for auto accept agent?? i tested

and that works fine except for one thing: when you are "accepted", its great

and puts the meeting on the user calendar. the problem is when its declined.

it still puts the meeting on calendar there even though it declined it. you

will be notified that its declined but there is no differnt look in the

calendar entry. for example i did it for a 2pm meeting that was accepted and

a 3pm that was declined. yet they both show in the calendar the same way. you

cant tell the difference on what is a meeting and what is not. i wouldnt care

if it shows there but it should say "declined " or something in parenthesis

or something. to the regular user they would think they have a meeting. help.

thanks
 
M

MeImNot

Hi,

to set the room to accept recurring meetings, access the room mailbox

through OWA, go to Options, then choose 'Resource Settings'. Tick the 'Allow

Recurring meetings'. If the meeting is cancelled by the meeting organizer, it

goes off the calendar, but if an attendee declines, the meeting is still

active.

"brute force" wrote:


> my problem is that i am using direct booking method but it wont book a
> confernce room for a recurring entry. thus i think the user would have to
> send a separate email to the users re the meeting and then a separate booking
> for each week for the conference room. issue for auto accept agent?? i tested
> and that works fine except for one thing: when you are "accepted", its great
> and puts the meeting on the user calendar. the problem is when its declined.
> it still puts the meeting on calendar there even though it declined it. you
> will be notified that its declined but there is no differnt look in the
> calendar entry. for example i did it for a 2pm meeting that was accepted and
> a 3pm that was declined. yet they both show in the calendar the same way. you
> cant tell the difference on what is a meeting and what is not. i wouldnt care
> if it shows there but it should say "declined " or something in parenthesis
> or something. to the regular user they would think they have a meeting. help.
> thanks
 
B

brute force

there is no such setting in OWA (resource settings) under Options. please let

me know if i am incorrect

"MeImNot" wrote:


> Hi,

> to set the room to accept recurring meetings, access the room mailbox
> through OWA, go to Options, then choose 'Resource Settings'. Tick the 'Allow
> Recurring meetings'. If the meeting is cancelled by the meeting organizer, it
> goes off the calendar, but if an attendee declines, the meeting is still
> active.

> "brute force" wrote:
>
> > my problem is that i am using direct booking method but it wont book a
> > confernce room for a recurring entry. thus i think the user would have to
> > send a separate email to the users re the meeting and then a separate booking
> > for each week for the conference room. issue for auto accept agent?? i tested
> > and that works fine except for one thing: when you are "accepted", its great
> > and puts the meeting on the user calendar. the problem is when its declined.
> > it still puts the meeting on calendar there even though it declined it. you
> > will be notified that its declined but there is no differnt look in the
> > calendar entry. for example i did it for a 2pm meeting that was accepted and
> > a 3pm that was declined. yet they both show in the calendar the same way. you
> > cant tell the difference on what is a meeting and what is not. i wouldnt care
> > if it shows there but it should say "declined " or something in parenthesis
> > or something. to the regular user they would think they have a meeting. help.
> > thanks
 
M

MeImNot

Hi,

Are we talking about Exchange 2007? If yes, when you access any room mailbox

account through OWA, you should see that entry under Options. What I mean

with accessing through OWA is actually logging into OWA with the room user

account and password.

"brute force" wrote:


> there is no such setting in OWA (resource settings) under Options. please let
> me know if i am incorrect

> "MeImNot" wrote:
>
> > Hi,
> > to set the room to accept recurring meetings, access the room mailbox
> > through OWA, go to Options, then choose 'Resource Settings'. Tick the 'Allow
> > Recurring meetings'. If the meeting is cancelled by the meeting organizer, it
> > goes off the calendar, but if an attendee declines, the meeting is still
> > active.
> > "brute force" wrote:
> >
> > > my problem is that i am using direct booking method but it wont book a
> > > confernce room for a recurring entry. thus i think the user would have to
> > > send a separate email to the users re the meeting and then a separate booking
> > > for each week for the conference room. issue for auto accept agent?? i tested
> > > and that works fine except for one thing: when you are "accepted", its great
> > > and puts the meeting on the user calendar. the problem is when its declined.
> > > it still puts the meeting on calendar there even though it declined it. you
> > > will be notified that its declined but there is no differnt look in the
> > > calendar entry. for example i did it for a 2pm meeting that was accepted and
> > > a 3pm that was declined. yet they both show in the calendar the same way. you
> > > cant tell the difference on what is a meeting and what is not. i wouldnt care
> > > if it shows there but it should say "declined " or something in parenthesis
> > > or something. to the regular user they would think they have a meeting. help.
> > > thanks
 
B

brute force

wow. thanks for getting back to me so soon. Sorry, i have Exchange 2003.

maybe that is the issue? i did login with the account login and password

"MeImNot" wrote:


> Hi,
> Are we talking about Exchange 2007? If yes, when you access any room mailbox
> account through OWA, you should see that entry under Options. What I mean
> with accessing through OWA is actually logging into OWA with the room user
> account and password.

> "brute force" wrote:
>
> > there is no such setting in OWA (resource settings) under Options. please let
> > me know if i am incorrect
> > "MeImNot" wrote:
> >
> > > Hi,
> > > > to set the room to accept recurring meetings, access the room mailbox
> > > through OWA, go to Options, then choose 'Resource Settings'. Tick the 'Allow
> > > Recurring meetings'. If the meeting is cancelled by the meeting organizer, it
> > > goes off the calendar, but if an attendee declines, the meeting is still
> > > active.
> > > > > > > "brute force" wrote:
> > > > > my problem is that i am using direct booking method but it wont book a
> > > > confernce room for a recurring entry. thus i think the user would have to
> > > > send a separate email to the users re the meeting and then a separate booking
> > > > for each week for the conference room. issue for auto accept agent?? i tested
> > > > and that works fine except for one thing: when you are "accepted", its great
> > > > and puts the meeting on the user calendar. the problem is when its declined.
> > > > it still puts the meeting on calendar there even though it declined it. you
> > > > will be notified that its declined but there is no differnt look in the
> > > > calendar entry. for example i did it for a 2pm meeting that was accepted and
> > > > a 3pm that was declined. yet they both show in the calendar the same way. you
> > > > cant tell the difference on what is a meeting and what is not. i wouldnt care
> > > > if it shows there but it should say "declined " or something in parenthesis
> > > > or something. to the regular user they would think they have a meeting. help.
> > > > thanks
 

htd01

Member
Outlook version
Outlook 2010 32 bit
Email Account
Exchange Server
Did you book it from your Agenda calendar or on the room calendar? (did you just place it on the room calendar or did you open an event on your calendar and then add the room as a recipient)

If you book it on your calendar, it will stay there even if declined so you can make alterations (if a room declines but others can make it, you still want the appointment there). The behavior is the same for a "Direct" booking method. On the calendar where you opened the file, it will stay there, even if declined; only the organizer, the person who put it there, can delete it.

I use the Department Calendar Method.

I create a resource calendar for the department, tie in a universal group to a distribution group, and let the department head have control of the distribution group so he can move people around. Then I give the Group full access, Send AS and Delegate Access to the department Calendar. When they access it, the booking comes from that calendar, not a user, and any user in that group can make changes. However, you can also send events to the calendar to lock them to a single user. I give this to only a select few by enabling them to autobook the resource, and give them out of policy requests also, leaving everybody else out. This way, when everybody declines a meeting, anybody can delete it or alter it unless the boss put it on there. Now set up a mail enabled public folder and have the room mailbox auto-forward all replies there. Grant the group access to view the folder, but only allow a select few to actually delete. Add it to your favorites area and you'll see replies about meetings, and find out about denials. On the department Calendar, Set recurring meetings in it to true, allow conflicting meetings to true; and then set rooms to allow percentages of conflict, not actual conflict numbers. This will pertain to recurring only, and allow you to book recurring meetings unless the percentage of them conflict, and turn off allow conflicts for rooms.

On another note, if you direct book, it will stay there even if everybody declines. Why? Nobody deleted the original event. If it is on your own agenda calendar and they all decline, you can open the event quickly (directly linked to it) and delete it, sending the cancelation message. The system will not delete the original event for you.

If everybody is set to accept tentatively, so that they see when an event is on their calendar, you may have an issue where, even when they deny it, it isn't being properly tracked, so it can't be removed; i.e., you send the requests, but the event is not on your calendar, and therefore the tracking function doesn't work. In order to decline an event, they either have to delete it from their calendar or you have to delete it from the room and send a cancelation.
 
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