Microsoft Outlook Calendar Room Resources

This article regards room resources in Microsoft Outlook's calendar to manage campus rooms and equipment.

A Resource Account is an object in the Outlook calendar that represents a room or a piece of equipment. These room resources are offices belonging to departments and are not classrooms or public spaces managed by the the Registrar's Office, the Campus Center, or Event Services.

  • There is no distinction between a room and a piece of equipment. They can be "invited" to meetings just like people.
  • The owner of a Resource Account can customize the settings for the account.
  • Resource Accounts do not allow scheduling conflicts. If the resource already has an event scheduled for a particular time, no one else can "invite" the resource to another event.
  • Multiple resources can be invited to a meeting.

Scheduling

By default, anyone using Microsoft Outlook can schedule the resource. However, the owner can change this so that:

  • When someone includes the resource as an invitee to a meeting, the owner, or someone delegated by the owner, approves or denies the request
  • Viewing and scheduling of a resource is limited by permissions to specific people

Sharing

In order to view the Resource Account's calendar directly, the owner, or someone delegated by the owner, must give you access permissions.

Configuring

Only the owner (or someone delegated by the owner) can adjust the settings for the Resource Account. Owners can configure how the Resource Account can be scheduled, including:

  • Automatic scheduling vs. request to schedule
  • Maximum meeting length
  • Whether recurring meetings are allowed

To configure the resource:

  1. Log in to Outlook for the Web.
  2. Click your profile photo in the top right of Outlook for the Web.
  3. Click Open Other Mailbox.
  4. Enter the room resource name (e.g. stafflunchroom@ithaca.edu) and click Open.
  5. Click  Settings.
  6. Click Calendar.
  7. Click Resource Scheduling Options.

Details

Article ID: 3
Created
Tue 6/13/17 8:04 PM
Modified
Thu 10/25/18 10:47 AM

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