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How to change the auto-response text from meeting rooms in Exchange

It is possible to customize the auto-response message you get from Exchange when booking a meeting room. This can be helpful when reminding employees to follow a specific flow or give extra valuable information about changes in the workplace.

When using Exchange as your meetings backbone, you have many choices when it comes to booking approvals.

The two most common settings are:

  • Meeting rooms auto-accept requests if the meeting room is available at the given time.
  • A specific individual/group needs to approve meeting room requests.

It is very important for customers to make sure their end users have all the information they need for their meetings. We often have seen that employees need an extra reminder to request meeting services or register their visitors after they have booked a meeting with a meeting room in Outlook. By enabling custom response messages, you can give your end-users a friendly reminder to take care of everything and add your own personal touch as well.

What many don't know is that you can customize the message that is sent back to the employee requesting the room as in the example below. This can be set up by following the steps according to the method you would like to use:

Using the Exchange Admin Center

  • In the Exchange Admin Center, click the "resources" tab under Recipients
Resources highlighted in the Exchange Admin Center
  • Double-click the room you would like to edit. (Or you can select the pencil above the rooms with the room selected.)
Edit button on the Resources section in the Exchange admin center
  • Select "booking options"

Booking options in Exchange Admin Center

Under the section "If you want the meeting organizer to receive a reply, enter the text below.", enter the custom message. Then click save.

Custom text for meeting room auto reply


You should see the messages in the area below of the response email.

Custom auto-response text in automatic meeting room booking reply


Using PowerShell

  • You will be using the following commands under SetCalendarProcessing:
    • [-AddAdditionalResponse <$true | $false>]
    • [-AdditionalResponse <String>]
  • The full command would look something like this:
    • Set-CalendarProcessing -Identity "room1@yourdomain.com" -AddAdditionalResponse $true -AdditionalResponse "Add Message Here."
  • For a bulk message use the following command:
    • Get-MailBox | Where {$_.ResourceType -eq "Room"} Set-CalendarProcessing -AddAdditionalResponse $true -AdditionalResponse "Add Message Here."

Some examples of custom messages

"Don't forget to register your guests in Welcome+ by clicking the add-in on the ribbon from this response or within the meeting invite. If you are requesting services, please don't forget to order these in Meeting+ from the ribbon of this response or the meeting invite."

"Please don't forget to order your catering, AV requests, and facilities requests in Meeting+ by clicking the add-in on the ribbon above from this response or within the meeting invite."

"Please don't forget to register all guests and services needed at least 24 hours in advance using Welcome+ and Meeting+ respectively."