5. Allow Calendar users to book Exchange resources (Optional)

You can let your Calendar users book Microsoft Exchange calendar resources, such as meeting rooms, when they schedule a meeting.

You're on step 5 of 5

Set up Exchange resource bookings

Expand all  |  Collapse all

Step 1: Create additional role accounts on Exchange

When a Google Workspace user adds a resource to a Calendar event, it checks the availability of multiple Exchange resources to provide suggestions. This results in increased traffic to Exchange, which might trigger throttling on your main Exchange role account.

To remedy this, you need to set up 10 additional mailbox role accounts. These accounts are in addition to the main role account you created in Allow Calendar users to see Exchange availability data. Google uses these extra role accounts for load balancing when checking the availability of Exchange calendar resources.

Set up the role accounts

1. Verify the main role account you created in Allow Calendar users to see Exchange availability data is a mailbox account and not a mail user account.
2. Set up the 10 additional mailbox role accounts on Exchange. You should reuse the password from the main role account you created in Allow Calendar users to see Exchange availability data.

   For details on creating additional role accounts with mailboxes, consult your Microsoft documentation

Example: Create the role accounts using Exchange PowerShell on an on-premises Exchange server

$password = (ConvertTo-SecureString -String 'password' -AsPlainText -Force)
for ($i=1; $i -le 10; $i++) { New-Mailbox -name "Calendar Interop Load Balancing Account $i" -userprincipalname "calendar_interop_load_balancing_account$i@your_domain" -password
$password }

Example: Create the role accounts using Exchange PowerShell on Exchange Online (Microsoft 365)

$password = (ConvertTo-SecureString -String 'password' -AsPlainText -Force)
for ($i=1; $i -le 10; $i++) { New-Mailbox -name "Calendar Interop Load Balancing Account $i" -MicrosoftOnlineServicesID "calendar_interop_load_balancing_account$i@your_domain" -password
$password }

Make sure to replace the password and your_domain variables with the appropriate values.

Step 2: Make Exchange calendar resources available

To make Exchange calendar resources available to Google Calendar users, run the Set-CalendarProcessing command.

Example: To make a specific calendar resource available using Exchange PowerShell

Set-CalendarProcessing -Identity "Room 221" -ProcessExternalMeetingMessages $true

Make sure to replace the Room 221 variable with the appropriate value.

Example: To make multiple calendar resources available using Exchange PowerShell

$Members = Get-Mailbox -Filter {(RecipientTypeDetails -eq "RoomMailbox")}
foreach ($r in $Members) { $r | Set-CalendarProcessing -ProcessExternalMeetingMessages $true}

For details on the Set-CalendarProcessing command, consult your Microsoft documentation.

Step 3: Create a filter for Google Workspace users

Create a filter that allows booking requests only from your Google Workspace users. To do this, set up a mail flow rule in Exchange using the following parameters:

• Apply this rule ifThe recipient is, then enter all the resources that allow booking requests from Calendar (for example, [e-mail]).
• Do the followingBlock the message, then select Delete the message without notifying anyone.
• Except ifThe sender's domain is, then enter your Google Workspace domain.

Important: To make sure you don't block email coming from your Exchange users, add your Exchange domains to the exceptions list on the blocking rule.

For details on creating mail flow rules, consult your Microsoft documentation.

Step 4: Create a room mailbox distribution group

Create a room mailbox distribution group for Exchange resources. The distribution group contains the list of Exchange calendar resources available to Google Workspace users.

Important:

• You can have only one distribution group in your Calendar Interop setup.
• You must name the distribution group Calendar Interop Resources.
• An Exchange resource you add to the group cannot have the same name as a Google Calendar resource.

Example: Add all rooms to the distribution group using Exchange PowerShell

$Members = Get-Mailbox -Filter {(RecipientTypeDetails -eq "RoomMailbox")} | Select -ExpandProperty Alias

New-DistributionGroup -Name "Calendar Interop Resources" -RoomList -Members $Members

To make sure the correct rooms are added to the newly created group, run this command:

Get-DistributionGroupMember "Calendar Interop Resources"

For details on setting up room mailboxes, consult your Microsoft documentation.

Step 5: Refresh the Exchange resources

1. Open Calendar Interop Tools.
2. Next to Resource list tester, click Refresh.

   You should see the list of resources you added in step 2. It can take up to 30 minutes for the resources to appear.

3. Go back to Calendar Interop Tools.
4. Next to Resource availability lookup tester, enter the email address of an Exchange calendar resource.
5. Click Perform test.

   You should see the test executed successfully 10 times, once for each additional mailbox role account.

Step 6: Turn on Exchange resource booking for your domain

1. Sign in to your Google Admin console.

   Sign in using an account with super administrator privileges (does not end in @gmail.com).

2. In the Admin console, go to Menu  AppsGoogle WorkspaceCalendar.
3. Click Calendar Interop management.
4. Check the Room booking box.
5. Click Save.

Step 7: Verify the Exchange resource booking setup

1. Sign in to a Google Workspace account.
2. In Google Calendar, create an event.
3. Click More options.
4. On the right, click Rooms.

   The Exchange resources you added appear as a suggested room.

5. Click the rooms or resources you want to add to the event Save.

   For more information, go to Add a room to an event.

6. If prompted, select Invite external guests.

   A booking email is sent to the Exchange resource and the resource is booked.

7. If the resource isn't booked, make sure the resource is available. For details, go to step 2.

If you use Google Cloud Directory Sync (GCDS)

If you're syncing Exchange resources to Google Workspace with GCDS, you need to make sure Google Workspace users cannot view the same resource twice (once from each system) in order to avoid duplicates.

Option 1: Using Exchange resources through Calendar Interop

Have users access the Exchange resources through Calendar Interop instead of Google Workspace. In this case, we suggest you delete the resources from Google Workspace and set up Calendar Interop room booking as usual.

The contents of resource calendars on Google will be lost.

Learn more about calendar resource syncing.

Option 2: Using a mix of Google Workspace & Exchange resources

Use resources from both Google Workspace and Exchange. In this case, and to avoid resources showing as duplicates, make sure:

• The GCDS sync captures only the resources you want to have on Google Workspace. For more details, go to calendar resource syncing.
• The Calendar Interop Resources group doesn't include any resources synced with GCDS.

Related topic

Troubleshoot Calendar Interop issues

_{Google, Google Workspace, and related marks and logos are trademarks of Google LLC. All other company and product names are trademarks of the companies with which they are associated.}