Set-CalendarProcessing – Automating Meeting Requests

Welcome to this introduction to the PowerShell script for Exchange Online, specifically the Set-CalendarProcessing cmdlet with the parameters Identity, AutomateProcessing, AddOrganizerToSubject, DeleteComments, DeleteSubject, ProcessExternalMeetingMessages, RemovePrivateProperty, AddAdditionalResponse, and AdditionalResponse.

The purpose of designing this PowerShell script is to automate the processing of meeting requests for a specific meeting room, which is identified by the “Identity” parameter, such as “Board Room 1”. The aim of this script is to simplify the management of meeting requests and to ensure that the meeting room is booked effectively and efficiently.

The parameters used in this script allow you to configure how meeting requests are processed for the specified meeting room. For example, the “AutomateProcessing” parameter is set to “AutoAccept”, which means that meeting requests for this room will be automatically accepted. Additionally, the “AddOrganizerToSubject” parameter is set to “false” so that the name of the organizer is not added to the subject line of the meeting.

To run this PowerShell script in Exchange Online, you must first open the Exchange Online PowerShell module and connect to your Exchange Online organization. Once connected, you can enter the cmdlet and its parameters into the PowerShell prompt. For example, you would enter;

Set-CalendarProcessing -Identity 'Board Room 1' -AutomateProcessing AutoAccept -AddOrganizerToSubject $false -DeleteComments $false -DeleteSubject $false -ProcessExternalMeetingMessages $true -RemovePrivateProperty $false -AddAdditionalResponse $true -AdditionalResponse 'The room booked for this meeting is Board Room 1'

By executing this PowerShell script, you can ensure that the processing of meeting requests for a specific meeting room aligns with your organization’s requirements, which will save you time and effort.

You can use several other variables in conjunction with the Set-CalendarProcessing cmdlet to further customize the processing of meeting requests for Exchange Online meeting rooms.

Here are some examples:

• AllBookInPolicy: This variable sets the meeting room’s All Book In policy, which determines whether all meeting requests must be approved by a delegate or moderator before being accepted. This variable can be set to $true or $false.

• AllowConflicts: This variable determines whether the meeting room can be double-booked if there are conflicting requests. It can be set to $true or $false.

• BookingWindowInDays: This variable sets the maximum number of days in advance that a meeting can be booked for the meeting room. It can be set to a value between 0 and 1080.

• MaximumDurationInMinutes: This variable sets the maximum duration for a meeting in the meeting room. It can be set to a value between 1 and 1440.

• MaximumConflictInstances: This variable sets the maximum number of conflicts that are allowed for the meeting room. If this limit is reached, further meeting requests will be declined. It can be set to a value between 1 and 100.

You can use these variables in conjunction with the Set-CalendarProcessing cmdlet and its other parameters to further customize the behavior of meeting requests for Exchange Online meeting rooms. For instance, you can utilize the AllBookInPolicy variable to mandate that all meeting requests are approved by a delegate before being accepted or set the BookingWindowInDays variable to limit how far in advance meetings can be booked. By configuring these variables meticulously, you can ensure that your organization’s meeting rooms are being used effectively and efficiently.

A poem for our Set-CalendarProcessing topic

Set-CalendarProcessing, oh what a name,

A PowerShell script with much acclaim,

For managing meeting rooms with ease,

And automating tasks that you need.

With Identity and AutomateProcessing,

And parameters that keep on progressing,

You can customize the behavior just right,

And make sure everything is airtight.

AddOrganizerToSubject or not to add,

DeleteComments and DeleteSubject, makes meetings not bad,

And ProcessExternalMeetingMessages,

Keeps everything in line with your organization’s passages.

RemovePrivateProperty and AddAdditionalResponse,

Ensuring privacy and giving a response,

That the room is booked for this meeting indeed,

For all participants to be freed.

Set-CalendarProcessing, a powerful tool,

For managing meeting rooms, it’s pretty cool,

Simplifying the process, and saving time,

Making sure everything is just fine.