Switch off Microsoft Exchange emails for room bookings

When using eTASK Outlook Room Booking, room bookings in Exchange are handled entirely by your eTASK system. After a booking is made, the eTASK system automatically sends all necessary emails. This eliminates the need for the Microsoft Exchange server to send additional emails.

If needed, the Microsoft Exchange emails can be disabled by the Microsoft Exchange administrator. To do this, a Hub Transport rule can be created on the Microsoft Exchange server to disable the sending of all booking-related emails.

Procedure in the Exchange Management Shell

1. Run the following script in the Exchange Management Shell:

New-TransportRule -Name 'SupressRoomMailboxAutoAttentantNotification' -Comments '' -Priority '0' -Enabled $true -FromMemberOf 'All-Rooms@etask.de' -DeleteMessage $true

Note: Replace "All-Rooms@etask.de" with the distribution list for your meeting rooms.

Procedure in the Exchange Management Console

1. Use the Transport Rules Editor wizard and configure the following settings:

Note: Since all automatic emails are deleted by Microsoft Exchange, it is possible that a notification may not reach the booker. This happens whenever a booking is canceled via Microsoft Exchange immediately after it is made. The booking is then not transferred to the FM portal, so the FM portal does not send a cancellation email. This is the case, for example, when a booking is made via Outlook Web Access that overlaps with an existing booking in the FM Portal. In this case, the appointment is not created in the FM Portal and is not accepted in the room mailbox. Since the status confirmation from Exchange is suppressed, the user does not receive any notification that their appointment was not accepted.