Use mail menstruum rules to automatically add meetings to calendars in Exchange Online

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  • 5 minutes to read

Notation

This commodity does not apply to standalone Exchange Online Protection (EOP) organizations.

With the Straight to Calendar feature in Commutation Online, admins can configure post menstruation rules (likewise known as transport rules) that allow designated users to add together meetings to calendars. The benefits of Direct to Calendar are:

  • The consequence is automatically added to the recipient's calendar without whatever action from them. If the user received the meeting invitation, information technology's on their calendar.
  • The sender doesn't demand to deal with Out of Office or other unwanted response messages that consequence from sending meeting invitations to a large number of recipients.
  • No coming together-related messages are seen by attendees unless the meeting is cancelled.

Direct to Calendar requires two mail flow rules with specific atmospheric condition and actions. These rules are described in the following tabular array:


Rule clarification Condition Activeness Comments
This postal service flow rule turns regular meeting invitations into Directly to Calendar meeting invitations. The sender is or The sender > is this person (the From parameter).

This condition identifies the users who are authorized to send Direct to Calendar meeting invitations. Although you can utilize other atmospheric condition, restricting the invitations past sender helps prevent unauthorized use of Direct to Calendar meeting invitations.

 Fix the bulletin header to this value or Alter the message properties > ready a message header (the SetHeaderName and SetHeaderValue parameters).

This action sets the X-MS-Exchange-Organization-CalendarBooking-Response header to the value Accept. Other valid values are Tentative and Pass up.

 We recommend that yous use dedicated mailboxes (shared mailboxes are OK) for sending Direct to Calendar coming together invitations, considering any meeting invitations from these senders will exist automatically added to recipient calendars.

The dedicated mailboxes crave no special permissions to transport Direct to Calendar meeting invitations.
This post menstruum dominion prevents Directly to Calendar coming together invitations from appearing in the Inbox of recipients. The sender is or The sender > is this person (the From parameter). Ready the message header to this value or Modify the message backdrop > set up a message header (the SetHeaderName and SetHeaderValue parameters).

This activeness sets the Ten-MS-Substitution-Organization-CalendarBooking-TriageAction header to the value MoveToDeletedItems. The other valid value is None.

 Technically, this rule is optional (without it, meetings are however automatically added to recipient calendars).

Note that this rule doesn't prevent meeting cancellation letters for Direct to Calendar meetings from appearing in the Inbox of recipients.

For more information most mail menstruation rules, run across Mail service flow rules (transport rules) in Exchange Online.

What do you lot need to know earlier you begin?

  • Estimated time to complete: x minutes

  • You demand to be assigned permissions before you tin can perform this procedure or procedures. To run into what permissions yous need, see the "Mail service flow" entry in the Feature permissions in Exchange Online article.

  • The designated accounts for sending Directly to Agenda coming together invitations need to exist.

  • For more than data about opening and using the Exchange admin middle (EAC), meet Substitution admin center in Exchange Online.

  • To larn how to connect to Substitution Online PowerShell, see Connect to Exchange Online PowerShell.

  • For information almost keyboard shortcuts that may utilize to the procedures in this article, run across Keyboard shortcuts for the Commutation admin heart.

Use the Substitution admin centre to create Direct to Agenda mail flow rules

  1. In the EAC, become to Postal service period > rules.

  2. Click New ( Add Icon.), and so select Create a new dominion.

  3. In the New rule page that opens, click More options.

    In the new mail flow rule window, click More options.

  4. Configure these additional settings on the New dominion page:

    • Name: Straight to Calendar response (or anything descriptive).
    • Apply this rule if > The sender > is this person: Select one or more users to send Direct to Calendar coming together invitations.
    • Do the following > Modify the bulletin backdrop > fix a message header: Enter the post-obit values:
    • Set the message header X-MS-Exchange-Organization-CalendarBooking-Response
    • to the value Accept

    When yous're finished, click Save.

    Settings for the Direct to Calendar capture mail flow rule.

  5. Back at Mail flow > Rules, click New ( Add Icon.) again, and then select Create a new rule.

  6. In the New rule page that opens, click More options.

    In the new mail flow rule window, click More options.

  7. Configure these additional settings on the New rule page:

    • Name: Direct to Calendar triage action (or anything descriptive).
    • Use this rule if > The sender > is this person: Select the same users equally in step iii.
    • Do the following > Change the message properties > fix a message header: Enter the following values:
    • Gear up the message header 10-MS-Commutation-Organization-CalendarBooking-TriageAction
    • to the value MoveToDeletedItems

    When y'all're finished, click Save.

    Settings for the Direct to Calendar triage action mail flow rule.

Use Exchange Online PowerShell to create Direct to Calendar mail flow rules

  1. To create the mail flow rule that turns regular meeting invitations into Direct to Calendar coming together invitations, employ the post-obit syntax:

                      New-TransportRule -Proper name "Direct to Calendar response" -From "<designated sender 1>","<designated sender 2>"... -SetHeaderName "Ten-MS-Substitution-Organization-CalendarBooking-Response" -SetHeaderValue Accept

    This example configures the rule using the dedicated mailbox named Straight to Calendar invites.

                      New-TransportRule -Proper noun "Direct to Calendar response" -From "Direct to Calendar invites" -SetHeaderName "Ten-MS-Substitution-Organization-CalendarBooking-Response" -SetHeaderValue Accept

  2. To create the post menstruum dominion that prevents Direct to Calendar meeting invitations from appearing in the Inbox of recipients, use the post-obit syntax:

                      New-TransportRule -Proper name "Direct to Calendar triage action" -From "<designated sender 1>","<designated sender 2>"... -SetHeaderName "X-MS-Exchange-Organization-CalendarBooking-TriageAction" -SetHeaderValue MoveToDeletedItems

    This example configures the rule using the dedicated mailbox named Direct to Calendar invites.

                      New-TransportRule -Name "Direct to Calendar triage action" -From "Direct to Agenda invites" -SetHeaderName "X-MS-Exchange-Organization-CalendarBooking-TriageAction" -SetHeaderValue MoveToDeletedItems

For detailed syntax and parameter information, see New-TransportRule.

How do you know this worked?

To verify that you have successfully configured Direct to Calendar coming together invitations, use the designated sender mailbox to send a test meeting invitation to a small number of recipients. Verify that the meeting automatically appears in the calendars of the recipients, and verify there are no meeting-related messages in the Inbox (the 2nd dominion should automatically move these messages to the Deleted Items folder).

More information

  • The designated sender mailbox will receive coming together acceptance responses to Direct to Agenda meetings. Utilise the following strategies to aid minimize the impact of these letters on the designated sender:

    • In Outlook, enable the Update tracking information, and then delete responses that don't contain comments and Subsequently updating tracking information, move receipt to <Deleted Items> settings in Mail > Tracking for the designated sender mailbox. For more information, see Change how meeting requests, polls, and read or commitment receipts are processed.

    • Clearing the Asking Responses setting in Direct to Agenda meeting invitations doesn't prevent responses from being sent back to the designated sender mailbox.

  • If the designated mailbox sends a coming together cancellation for a Direct to Agenda meeting, the cancelled meeting title is e'er changed to CANCELED: <previous meeting title>, and the cancelled meeting remains in the calendars of attendees until they manually remove it.

  • Meeting cancellation messages for Straight to Calendar meetings will always announced in the Inbox of recipients.