Convert Meeting responses to HTML in Exchange 2016

By default when a meeting room response is received the end user receives a plain message that says your request was accepted.

This response is OK for the internal users since they are aware of where the meeting room is located. But when a external person or vendor is invited for the meeting it makes really difficult for that person to find the office and meeting room location.

This blog focuses on adding the meeting room location for the meeting room response in HTML so that the external users can find the location of the office and the meeting room easily.

If we require adding only the additional response with plain text we can use the below command and add the required text message:

Set-CalendarProcessing -Identity “phoenix” -AddAdditionalResponse:$true  -AdditionalResponse:”Welcome to Phoenix Meeting Room”

But the above command will not help us in adding any HTML tags and company logos for the meeting response.

In order to add the custom HTML tag we can perform the below steps:

Adding HTML tags in meeting response is possible by accessing that resource mailbox via ECP through delegated admin account for that resource mailbox.

https://yourdomain.com/ecp/phoenix@exchangequery.com

After opening the resource mailbox via ECP, navigate to settings:

https://exchangequery.files.wordpress.com/2017/01/meeting2.png?w=600

After that enable the check box to add additional text and add the required HTML tag.

Adding the direct link here will not run the HTML and show the actual links in the meeting response. The big change here from Exchange 2010 version is that we need to add the actual HTML code as shown in the below example.

https://exchangequery.files.wordpress.com/2017/01/meeting3.png?w=600

Just playing around with the simple HTML and adding the required values will suffice this requirement.

Also, we can use a background image company logo uploaded in the SharePoint sites to these meeting responses which will give a better look.

In the case below we have added only the office location so that the users can drive easily and reach the meeting. The company logo is fetched from SharePoint sites for a better look with the below HTML tag.

<DIV><FONT size=2 face =Tahoma>For the office location, <A href="https://enter yourgooglemapslocationhere">Click here</A>
Address:
ExchangeQuery.
Jumeriah lake Towers
Opposite to Downtown
<div ><img src="https://exchangequery.sharepoint.com/Shared%20Documents/%24_109.jpg"></img></a></div>
</FONT></DIV>

After adding the above HTML, users get the meeting room location and the company logo at the bottom in their meeting response like below example.

https://exchangequery.files.wordpress.com/2017/01/meeting4.png?w=600

Make sure to use the supported  image formatting as per the TechNet source: http://technet.microsoft.com/en-us/library/bb124352.aspx#Images

Hope this helps