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How to Configure Automatic Rejection and Replies for an Exchange Room Mailbox
Question details
The user needs to set up an Exchange Online resource room to automatically reject booking requests from unauthorized users, send custom replies, and allow only designated delegates to manage the room reservations.
- Product
- Microsoft Exchange Online
- Device & OS
- not provided
- Scenario
- Restricting booking permissions and configuring automated decline responses for a shared resource room mailbox.
- Observed behavior
- When successfully configured, unauthorized users receive a customized rejection reply upon trying to book the room, and only designated delegates are able to approve or decline requests.
Ensure you are signed in to the Microsoft 365 admin center with an account that has full access permissions to the resource mailbox you intend to modify.
Configure Delegation and Booking Restrictions in Exchange Admin Center
Assign designated delegates and configure the booking options to automatically decline unauthorized requests with a customized message.
By modifying the resource mailbox settings in the Exchange admin center, administrators can tightly control who is allowed to book specific rooms. This process prevents scheduling conflicts and ensures unauthorized attempts are immediately informed via an automated custom message.
Sign in to the Microsoft 365 admin center, open the Exchange admin center, and navigate to 'Recipients' > 'Resources'. Select the room mailbox you want to configure.
Click on 'Delegation' in the room mailbox settings. Add the required delegates and grant them 'Send as', 'Send on behalf', or 'Full access' permissions.
Navigate to 'Booking options' and select 'Manage delegate settings'. Configure the settings to allow only the selected delegates to accept or decline booking requests.
Return to 'Booking options' and select 'Manage booking settings'. In the text box under 'Add a customized reply to declined meeting requests', enter your custom rejection message, then save the settings.
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Frequently Asked Questions
Why are unauthorized users still able to book the Exchange room?
This usually happens if the room's booking options are set to automatically accept meeting requests from everyone. Ensure you have accessed 'Manage delegate settings' and restricted approval access strictly to your specified delegates.
Can I set a different automatic rejection message for different meeting rooms?
Yes, you can set a unique customized reply for each room mailbox. You must configure the 'Manage booking settings' individually for each resource mailbox within the Exchange admin center.
What permissions do delegates need to manage the room calendar?
Delegates typically need 'Full Access' or 'Send on behalf' permissions assigned in the Exchange Admin Center to successfully manage, accept, or decline meeting requests for the resource room mailbox.
