Resource mailboxes are mailboxes that represent conference rooms or shared equipment. Resource mailboxes can be included as resources in meeting requests, providing a simple and efficient way to utilize resources for an organization.

Note: resource mailboxes cannot be accessed directly. The only way to open a resource mailbox is to open it from the delegate's mailbox. If you ever need to export the data of a resource mailbox, you have two options: 

  1. Use the Outlook Backup option within your control panel.
  2. Create a new email profile using the resource mailbox's email address and use the delegate's login credentials (email and password) when the password prompt appears. This will open the resource mailbox within your Outlook client allowing you to export the data.

There are two types of resource mailboxes in Microsoft Exchange Server: room and equipment. Room mailboxes are assigned to a meeting location, such as a conference room, auditorium, or training room. Equipment mailboxes are assigned to a resource that is not location specific, such as a portable computer projector, microphone, or company car.

This article describes how to:

How to create a Resource mailbox

    1. Login to the HostPilotĀ® Control Panel and navigate to Services > Resource Mailboxes. Click the Create Resource Mailboxes button.
    2. In Display Name, enter the name of this resource to show in the Global Address List.
    3. In Email Address, review the address that has been set for the new resource and change it as appropriate.
    4. Review the domain name and select a different one from the drop-down if necessary. To use an unlisted domain, click the Add a new domain link and follow the instructions.

  1. In Resource Type, select the type you want to show for this resource in the Global Address List.
  2. Select Organizational Unit (this feature availability depends on your plan)
  3. If you need to create more than one mailbox, click the Add another resource mailbox link and repeat steps 2 through 6 for each resource mailbox. Click the Create Resource Mailbox button.
     Create RM
  4. To delete a mailbox, select a checkbox in Remove column next to it, click Proceed in the bottom of the list and confirm your choice.

After the resource mailbox is created you can review or change its options by navigating to Services > Resource Mailboxes > click on Display Name of Resource mailbox.

Managing resource mailbox settings

  • Navigate to Services > Resource Mailboxes and click on resource mailbox Display Name. On Resource mailbox settings page you can change:
    RM Settings
    • Display name: It is the mailbox name. By clicking this option you can also edit other info properties. Edit Info option takes you there too.
    • Email address: You can manage email addresses here, create aliases and change the primary email address.
    • Type: Room or Equipment
    • Organizational Unit: you can change which Organizational Unit the Resource Mailbox is a member of. This feature availability depends on your plan.
    • Member of: Distribution lists that this Resource mailbox belongs to:
      RM as DL Member

Set and manage delegate access on a resource mailbox

  • You can configure delegates for a resource mailbox. In reference to resource mailboxes, a delegate is a user that has been delegated the management of the resource mailbox. The delegate can approve or reject out-of-policy meeting requests for a resource.
  • The delegate can add a resource mailbox to the Outlook profile configured for his or her primary mailbox. Read the Knowledge Base article on How to add someone else's mailbox to your Exchange Outlook profile for more information.

    To add a delegate click Delegates. You can add a user or a distribution list as a delegate; all members of the distribution list will become delegates in this case. To delete a user from Delegates, select a checkbox next to their name and click Exclude from List:

Configure requests processing

  • The resource mailbox can process meeting request in several modes. Click Advanced Settings to select the most convenient option for you:
    • Automatically: It enables you to configure the mailbox to automatically process meeting invites. By doing this, a user will receive an email when a resource is booked and nobody will have to manually accept meetings. 
    • Tentatively accepted: Appointment requests are added to the resource mailbox calendar as tentative. When this option is used in conjunction with delegate access, it can potentially create issues since scheduling conflicts may occur.
    • Only delegates can accept/decline requests: If this option is selected, appointment requests are not processed automatically. The delegates assigned to this resource will manage requests. In order to do that, delegates will need to have the resource mailbox added to their Outlook application and monitor its Inbox folder for any new meeting requests which they will need to accept or decline.
      Resource mailbox can be added as a secondary mailbox automatically via automapping feature or manually through account settings of the Outlook profile.

      Note: correct autodiscover record is necessary for both of these options to work.

      Read the Knowledge Base article Guide: How To Add Another Mailbox To An Outlook Profile for more information.

      Advanced RM Settings

General Settings Apply for Every Mode

    • Schedule only during work hours: Specifies whether appointments can be booked outside the working hours.
    • Allow recurring appointments: Specifies whether to allow incoming requests for recurrent appointments. 
    • Remove old appointment messages: Removes old and redundant updates and responses.
    • Add new requests tentatively: Specifies whether to put new calendar items tentatively on the calendar. If it is not selected, only existing calendar items are updated by the server.
    • Include the reasons for accepting or declining a meeting in the response email message: Specifies whether additional information will be sent from the resource mailbox when responding to meeting requests.
    • Disable reminders for resource mailbox: Use this setting if you want to disable reminders for appointments in the mailbox. This doesn't disable reminders in the attendee's calendar.
    • Default reminder time for attendees: Select the default reminder time for appointment requests. The minimum value is 0 minutes (reminder pops up when appointment starts), the maximum is 2 weeks (reminder pops up 2 weeks prior to the start of the appointment).
    • Limit max appointment duration to: All appointments longer than this value will be declined by the resource mailbox. If you wish to prevent people from scheduling resources for a day, or possibly a few days, you can define this setting to set the maximum meeting duration.  Alternatively, if you set the value to '0' meetings of any length will be processed.
    • Allowed to book in advance in: This sets the maximum number of days in advance a single or recurring meeting can be scheduled. The default value is 180 days, and the maximum value is 1080 days, which is approximately 3 years. All appointments later than this value will be declined by the resource mailbox.
    • Outgoing message size limit:  This setting specifies the maximum size of a message (in MB) that can be sent out from a resource mailbox. Note that you cannot set a maximum outgoing message size larger than 50 MB.
    • Incoming message size limit:  This setting specifies the maximum size of a message (in MB) that can be accepted by a resource mailbox. Messages larger than this will not be delivered to the resource mailbox. Note that you cannot set a maximum incoming message size larger than 50 MB.

Specific Settings

If you select the requests to be processed Automatically you can configure Specific settings. Specific settings are greyed out for Tentatively accepted and Only delegates can accept/decline requests.
Specific Settings


  • if a resource mailbox is set to Automatically process requests along with Forward requests to delegates via email enabled in Specific settings, the behavior would be as follows: meeting requests are indeed forwarded to delegates for them to accept/decline (resource mailbox in this case will not automatically process requests). Though if another user books resource for the same time, the request will be declined automatically instead of placing the request as tentative.
  • if a resource mailbox is set to Automatically process requests along with Add new requests tentatively enabled in General settings, meetings requests are added tentatively.

Restrict Delivery

  • You can specify the delivery restrictions for your resource mailbox if needed. From the Resource mailbox that you are managing click Delivery Restrictions:
    • Apply settings for internal senders only: This option allows you to restrict delivery from external senders.
      RM Delivery Restrictions

Copy Resource Mailbox

  • Hide from Address Book allows you to hide the resource from the address book. Note that delegates will not be able to add this mailbox to their Outlook profiles once it is hidden. Read the Knowledge Base article on What does 'Hide from Address Book' do? for more information.
  • All settings are available for you from the list of Resource mailboxes on the page Services > Resource mailboxes under Action:
    Remove RM
  • In Services > Resource mailboxes > Mailbox name, you can use the option Copy Resource mailbox to create a resource mailbox with the same settings. All its settings will be copied except for Display name, Email address, Type, Outgoing and incoming message size limits.