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Office 365

Configure Resource Scheduling Options/Settings/Permissions on Office 365

Opening a resource calendar and accessing the settings

Important: By default, when a resource is created, ANYONE can schedule this resource. The event will show up within the resource calendar, but will require approval.

  1. Log into Office 365 account via Outlook on the web.
  2. Click your name in the top right corner and select Open another mailbox from the dropdown list.
  3. Enter the resource name and either select it from the automatic look up list or click Search Contacts & Directory link to find the room in the open another mailbox field. Note: If the resource is not found, enter in the fully qualified email address of the resource and search again.
  4. Click Open. The resource account will open in a new browser tab.

Once logged in, depending on the access provided, you may:

  • · Accept meeting invitations if necessary
  • · Send email messages
  • · Create, modify meeting requests sent from the resource

Accessing the resource scheduling settings

  1. Make sure you are currently located in the newly opened resource tab. If not, use the instructions above to open the resource.
  2. Click on the Settings Icon  in the top right corner next to the resource name and select Calendar from the side panel list.
  3. Expand the Calendar section in the left navigation pane.
  4. Click Resource scheduling from with the listing. You will see the following screen.

  1. Configure the Scheduling Options and Scheduling Permissions using the following tables to assist with option selections.
  2. Click SAVE once you have finished making your changes.

Scheduling Options

Automatically process event invitations and cancellations

Enables or disables all options below as well as the options under Scheduling Permissions. If checked, all options below are enabled.

If not checked

owner of resource - must manage every request manually by accessing the resource directly.

delegate of resource - manage the request on behalf of the resource.

Turn off reminders

Enables or disables reminders for events in this calendar. This applies only for the resource; the organizer and attendees will still receive reminders if they have elected to do so.

Maximum number of days in advance resources can be booked

Limits how far in advance an event can be scheduled. The default is 180 days.

Always decline if the end date is beyond this limit

Requests beyond the maximum number of days specified will be automatically declined. Valid values are between 0 (today) and 1080 (about 3 years).

Limit event duration and maximum allowed minutes

Limits the amount of time for which a room can be scheduled within a single day. Unchecking the box will mean a meeting has no limit. Checking the box allows for a limit between 0 to 1440.

Allow scheduling only during working hours

If checked, an event can only be scheduled during the hours specified under Calendar Work Week in the Calendar tab. Events outside of working hours will be automatically declined.

Allow repeating meetings

Allows booking of the resource room at a regular interval; the event can be set to repeat over a specified duration of time (also called recurring).

Allow conflicts

Allow or prevent conflicting meeting requests (Double Booking). If 'Repeating meetings' and 'Allow conflicts' are both enabled, this will only allow conflicts on repeating meetings. Additionally, in order for the resource to allow conflicts, when the resource is invited it will need to be entered into the Attendees field as opposed to being chosen with the Add Rooms button.

Allow up to this number of individual conflicts

This setting specifies the maximum number of conflicts that are allowed for new repeating meeting requests. When set to 0, a recurring event will fail to schedule if one or more conflicting appointments already appear. If the number is greater than 0, a recurring event is allowed that many conflicts before being denied.

Allow up to this percentage of individual conflicts

This setting specifies the maximum percentage of meeting conflicts that are allowed for new repeating meeting requests. The same idea as with the individual conflicts field applies, but in this instance a percentage of conflicts allowed is specified.

Scheduling Permissions

These people can schedule automatically if the resource is available

By default, Everyone can schedule this resource without manual approval by the resource. If Select users and groups is selected, only the users and groups specified can schedule automatically. All other users or groups will receive a decline message. If Select users and groups is selected but no users or groups identified, this option will be ignored.

These users can submit a request for approval if the resource is available

If Everyone is selected, then all requests must receive manual approval by the resource. If Select users and groups is selected, only the specified users and groups require manual approval by the resource. Select users and groups is selected and left blank by default so that all requests are approved automatically.

These people can schedule automatically if the resource is available and can submit a request for approval if the resource is unavailable

When Everyone is selected (default) any request during an open time frame will be automatically approved. If the room is booked at the requested time, a form is submitted to the resource for manual approval. If Select users and groups is selected, only those specified will have the option to have the request manually approved; all others will have a conflicting request denied without the option of manual approval by the resource.

Response Message

Add an additional message to be included in responses to meeting requests. This message will display for both accepted and declined messages, though it is not possible to set differing messages. When an event is declined, depending on the circumstances, a note as to why it was declined will be automatically included in the message.