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Notice to All Listed Companies
Resource Mailboxes in Exchange 2010 (Part 1)
If you would like to read the other parts in this article series please go to:
Many organizations that I have come across that have implemented Exchange have found the need to create mailboxes that represent resources, such as conference rooms or equipment items such as whiteboards, projectors and so on. By creating such resources, users can then book them via the calendaring feature of Exchange in much the same way that they would book fellow attendees, thereby reserving the resource item for their use.
In versions of Exchange prior to Exchange 2007, the overall resource mailbox process was not quite as smooth as it could be. For example, in Markus Klein’s article here on MSExchange.org, you will see that it was possible to use public folders for resources although this had one or two drawbacks such as a lack of free/busy information being presented in the calendar. If a mailbox was created for the resource, the main administration topic focused on who would monitor the resource bookings. For example, if two people booked the same meeting room, would the first person to request the room be granted the booking? Or would the most senior person be granted the booking? The Auto Accept Agent helped in this area as it was used to automatically process meeting request for resource mailboxes.
With Exchange 2007 and Exchange 2010, a new approach to resources has been made. Exchange 2007 and Exchange 2010 support automatic booking of resource mailboxes, meaning that tools like the Auto Accept Agent are no longer required. Starting with Exchange 2007, resource mailboxes had, for the first time, specific Active Directory attributes that related to the use of resources, such as an attribute that specified the number of people that a meeting room could hold. This model is largely the same in Exchange 2010 and it is Exchange 2010 and Outlook 2010 that I am going to focus on in this article series.
So let’s get going and take a look at resource mailboxes in Exchange 2010.
Creating Resource Mailboxes
Creating resource mailboxes is very easy and can be done using either the Exchange Management Console or the Exchange Management Shell. In the Exchange Management Console, creating a resource mailbox is much the same process as creating a new user mailbox. When clicking the New Mailbox action in the action pane the administrator is presented with the screen shown in Figure 1, you can see the options to create either a room mailbox or an equipment mailbox .
One of the interesting things to note regarding resource mailboxes is that the associated Active Directory user account is automatically disabled as indicated by the text shown in Figure 1. For example, in Figure 2 it can be seen that a new room resource mailbox Active Directory user account is being created for Conference Room A. If you look closely at the user account icon in Figure 3, it can be seen that the associated Active Directory user account is automatically disabled once it has been created. This raises an interesting point if you pre-create an Active Directory account and then use the Exchange Management Console to mailbox-enable this Active Directory account with a resource mailbox. Remember to disable the Active Directory account that you pre-create, otherwise it will not show up in the Exchange Management Console as a valid account to mailbox-enable as a resource mailbox.
It is also possible to use the Exchange Management Shell to create a resource mailbox via the New-Mailbox cmdlet. For example, to create the room resource mailbox for Conference Room B via the Exchange Management Shell, the following command can be used:
New-Mailbox -Name ‘Conference Room B’ -Alias ‘ConfRoomB’ -UserPrincipalName [email protected] ‘ -FirstName ‘Conference’ -LastName ‘Room B’ –Room
The results of running this command can be seen in Figure 4. Note that this command doesn’t specify the name of the mailbox database in which to store the resource mailbox as the system has been allowed to choose a database at random. If it is a requirement to create this mailbox on a particular database, the –Database parameter of the New-Mailbox cmdlet can be used. Additionally, this command also doesn’t specify an organizational unit in which to store the user account so the default Users container will be used. If you need to specify a different organizational unit, then use the –OrganizationalUnit parameter, an example of which is shown below:
-OrganizationalUnit ‘neilhobson.com/Resource Mailboxes’
It can be seen from the New-Mailbox cmdlet shown above that the key parameter used to identify this mailbox as a resource mailbox is the –Room parameter right at the end of the command. This obviously informs the system that the resource mailbox being created is a room rather than the other type of resource mailbox available, the equipment mailbox. To create a resource mailbox for equipment, the –Equipment parameter is used rather than the –Room parameter. For example, the following command can be used to create a resource mailbox for a projector that belongs in Conference Room B:
New-Mailbox -Name ‘Projector Room B’ -Alias ‘ProjRoomB’ -UserPrincipalName [email protected] ‘ -FirstName ‘Projector’ -LastName ‘Room B’ -Equipment
If the list of mailboxes is now displayed in the Exchange Management Console, it can be seen that the room and equipment resource mailboxes have different icons and recipient type details as can be seen in Figure 5.
By using the –Room and –Equipment parameters of the New-Mailbox cmdlet, additional property tabs will be seen when bringing up the properties of a resource mailbox. Specifically, the Resource General. Resource Policy. Resource Information. Resource In-Policy Requests and Resource Out-of-Policy Requests tabs will be seen as shown in Figure 6.
Here is a brief description of the purpose of each of these tabs. Note that we’ll be looking deeper at these configuration elements as we go through this article series.
- Resource General – This tab allows you to configure resource custom properties as well as the resource capacity value. Additionally, it is on this tab that you configure whether you enable the Resource Booking Attendant for this mailbox or not.
- Resource Policy – The Resource Policy tab allows you to configure specific policies that apply to the resource mailbox, such as whether repeating meetings can be booked and the maximum duration of a meeting. Additionally, you can configure resource mailbox delegates from this tab.
- Resource Information – This tab controls the meeting information that is available in the resource mailbox’s calendar, such as attachments, comments, subject and so on. It also allows for the configuration of additional text sent to the meeting organizer.
- Resource In-Policy Requests – Here you can configure those users who are allowed to submit in-policy meeting requests, which can be either automatically approved or approved by a resource mailbox delegate.
- Resource Out-of-Policy Requests – This tab allows you to configure those users who are allowed to submit out-of-policy meeting requests which need to be approved by a resource mailbox delegate.
It’s time to finish part one of this article series now. So far we’ve seen how to create resource mailboxes using both the Exchange Management Console and the Exchange Management Shell. We’ve then seen that these resource mailboxes have 5 different configuration tabs and we will start exploring those tabs in part two of this article series.
If you would like to read the other parts in this article series please go to:
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How the Outlook Sniffer Processes Your Appointments
Recently, a colleague contacted me and told me about a Microsoft Office Outlook problem that his customer was having. Here’s what he wrote: “Do you know of any way to stop meeting requests from appearing in the Calendar as tentative before they are accepted?” I investigated this issue and found out that the process that handles this behavior is called the sniffer. I also discovered some interesting facts about how the sniffer works—as well as a workaround for my colleague’s problem.
Let me start by explaining what the sniffer does. Whenever a meeting request arrives in your Inbox, the sniffer processes the item and places a “time blocker” in your calendar as a tentative appointment. For example, let’s assume you receive an appointment request for next Thursday from 1 P.M. to 2 P.M. As soon as you read the appointment in your Inbox, that time slot is marked in your calendar as a tentative appointment. You don’t need to accept or tentatively accept the appointment to add it to your calendar; the sniffer does this automatically.
The important difference between the sniffer’s action and what happens when you accept an appointment as tentative is that the originator of the meeting doesn’t receive any kind of response when the sniffer processes the appointment. Also, the sniffer doesn’t process appointments automatically when they arrive: You either have to open the item or view it in the preview pane for it to be processed.
So, what’s the practical purpose of the sniffer? Basically, it should keep you from missing any meetings you forget to respond to when they arrive. Thanks to the sniffer, these items automatically appear on your calendar, so you should see them and be able to consider them in your planning. When you delete an appointment request from your Inbox, the sniffer removes the automatically created appointment from your calendar. If you’ve meanwhile responded to the meeting organizer by accepting the meeting, the appointment of course isn’t removed from your calendar.
The sniffer also helps you manage your appointments in the calendar: When you open an automatically added appointment in your calendar in Outlook 2007, it informs you that you haven’t yet responded by including a “Please respond” message. Then, you can directly accept, tentatively accept, or decline the meeting, which of course sends a response to the meeting organizer with your decision.
The sniffer was implemented by Microsoft in Outlook 2000 and has been processing Outlook appointment requests ever since; it can’t be turned off. The only workaround to prevent this behavior is to move appointment requests out of your Inbox before the sniffer can process them. You can do this by using the Rules Wizard. Follow these steps to create the rule:
- Create a folder where you want all new appointment requests to go; make sure the Reading pane is turned off on this folder.
- Select your Inbox, then select Tools, Rules and Alerts from the menu.
- Click New Rule to open the Rules Wizard.
- Select Check messages when they arrive. then click Next.
- On the Select conditions page, select which is a meeting invitation or update .
- On the next page, select move it to the specific folder and define the new folder you created as the target.
- Click Finish to create the rule.
With this rule, any incoming appointment request will be automatically moved to the folder you chose. You have to access this folder to respond to the request. Appointments will no longer automatically appear in your calendar. However, the sniffer works in all your folders, not only the Inbox. So, when you look at requests in the new folder, you should be prepared to respond immediately if you don’t want to see the tentative meeting on your calendar.
The sniffer is a very useful background process in Outlook that most people have probably never encountered before. I hope this column brought you some insights on what happens in the background whenever you receive an Outlook appointment.
Sigi’s Outlook Internet Site of the Month
This month’s free Outlook tool is Easy2Add from 4Team Corporation. You use this tool to create appointments and tasks in Microsoft Office Outlook just by typing a sentence. For example, if you enter, “Lunch with Brian at 1pm,” the tool creates a new appointment on your Outlook calendar with “Lunch with Brian” as the subject and sets the start time at 1 P.M. Isn’t that neat? Easy2Add works with Windows 2000 or later and Outlook XP or later. You can download Easy2Add from 4Team Corporation’s website.
Share this article
Siegfried (not verified)
Hi! I’m the author of the article. I did various tests in my Outlook 2007 client and the sniffer only took place when I read or viewed it in the preview pane. I never saw it happen automatically. I understand that there are differences between the Outlook versions, but I did not test the sniffer using Outlook 2003. Can you please contact me to discuss what you have experienced directly in order to clarify? Regards, Sigi
Keith (not verified)
I found this article because one of my users is complaining that the appointment doesn’t show up on his calendar without opening the message. With all my other users, once the message is received, the appointment is placed on the calendar whether they opened it or not. Does anyone know how to toggle this?
I have a case where the office admin wants to have all meeting responses processed without having Outlook running. They have this one Outlook account as the meeting organizer for all department meetings. We tried having her as a delegate but it’s not quite working either. Any ideas?
simon (not verified)
“Also, the sniffer doesn’t process appointments automatically when they arrive: You either have to open the item or view it in the preview pane for it to be processed.” This is incorrect the sniffer will process the message soon after it arrives, you do not need to read it or view it.
Outlook Email Exchange Hosting Benefits
The benefits and advantages of using MS Outlook Email Exchange are clear for businesses; The question then becomes is it better to purchase the Microsoft Mail Exchange Server and maintain it locally (ie, in your office) or outsource to an email exchange hosting cloud provider?
With the influx of smartphones and the desire to work remotely via the cloud, cloud hosted email exchange hosting plans have become increasingly popular. Here s why:
Outsourcing the company Outlook mail exchange hosting allows low upfront costs and will make the most sense for small to medium sized businesses. Cloud hosted email Exchange services include license management, installation, maintenance, backups and upgrades, operation, and all other tedious tasks that come with application hosting. This helps alleviate the pressure and IT tasks – allowing businesses to concentrate on their business while lowering IT costs.
Microsoft Exchange Server cloud hosting from Cloud9 provides a stabilized company messaging background that has Outlook e-mails, centralized storage and Calendar. Exchange email cloud hosting is just an outsourced solution of Exchange server implementation, with pre-configured features such as outlook, outlook web access, anti-virus and anti-spam protection, as well as mobile phone syncing.
One of the best features of email exchange hosting is that it offers secure email and Outlook access. The anti-virus and anti-spam features are the most beneficial qualities of Exchange Server hosting while offering the option to receive mail via Smart Phones. The simple benefit of reducing SPAM through the Intelligent Message Filtering to eliminate spam prior to your mailbox getting cluttered is worth the switch. Every e-mail that passes through Exchange Server 2010 hosting is encrypted offering a higher level of security for businesses.
Cloud9 email exchange hosting offers the following benefits without the overhead of an Exchange Server In-House:
- Outlook 2010
- 25GB of Storage
- Online access through Web Browsers
- Unlimited mailboxes per user
- SAS70 Type II Data Center
- Cisco Servers and Routers
- Microsoft Mail Exchange 2010 Server
- Automatic Offsite Backup
- Premium SPAM filtration
- FREE Migration
- iPhone, iPad, Droid, Android, Smart Phone Integration
- FREE Tech Support
#stock market prices
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About Automatic Exchange – Organisation for Economic Co-operation and Development #exchange #monitoring
Recently, the OECD, together with the BEPS Associates, has attained a further major step towards increasing tax transparency: The implementation package on Country-by-Country Reporting for Action 13 of the BEPS project, published on 8 June 2015, foresees that tax authorities will automatically exchange key indicators (such as profits, taxes paid, employees and assets of each entity) of Multinational Enterprise Groups with each other, therewith allowing tax authorities to make risk assessments as to the transfer pricing arrangements and BEPS-related risks, which may then serve as a basis for initiating a tax audit.
COMMON TECHNICAL SOLUTIONS
Over the past 20 years the OECD has designed and updated standards for the automatic exchange of the income types found in the OECD Model Tax Convention, with a view to ensuring that information can be captured, exchanged and processed quickly and efficiently in a cost-effective manner.
With the release of the CRS in 2014, it is expected that countries will rely on the CRS for the automatic exchange of information in many instance, once the CRS and the related reporting formats are implemented.
Until the CRS becomes a reality, countries continue using the OECD Standard Transmission Format (STF 2.2 ). As also the older SMF format is still in use, bridging programmes between the two standards are available and regularly updated.
The current formats are:
- STF 2.2 to be used for exchange as of 1 April 2015
- Bridge version 1.3 to be used for exchange as of 1 April 2015
This bridge will be the last one to be provided by the OECD since the SMF is in the process of being phased out.
Simultaneously, both the OECD and the Global Forum are playing an active role in ensuring a timely and uniform implementation of the CRS across the globe. In that respect, a series of workshops for government officials are being organised throughout 2015, technical implementation assistance is provided to a broad range of jurisdictions and a number of pilot projects for implementing the CRS are underway.
In addition, the OECD has published the first edition of the CRS Implementation Handbook in August 2015, which provides a practical guide to implementing the CRS to both government officials and financial institutions and includes a comparison between the CRS and FATCA, as well as a regularly updated list of Frequently Asked Questions .
#stock market news
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