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How to use Rooms and Resources in Exchange with Outlook

How to use Rooms

When you create a new meeting request if you click on Invite Attendees you will see a Location line below Subject. At the end of this is a button Rooms. Clicking this will show you a list of all rooms on the system, not just the ones you can book. Note: It does not filter out resources you cannot book.

Clicking on Scheduling Assistant will help you to see when the room is currently booked.

How to use Resources

When you create a new meeting request if you click on the To: button you will see a Select Attendees and Resources dialogue. In the Search entry type Resource and you will see a list of all resources, not just the ones you can book. If you type Resource.Vehicle you will see just the vehicles, etc. Note: It does not filter out resources you cannot book.

Click on Scheduling Assistant to see when the resource is currently booked.

How the Resources work

The resources as previously stated are special accounts, they do not have a specific user associated with them. By default we configure the accounts to automatically delete email, this is because there is nobody who uses the account on daily basis to delete unwanted e-mail. By default, these accounts are configured to only permit calendar items to be retained, and then only for as long as is necessary to book the resource. By default bookings a restricted to within the next 365 days.

Resources, by default, can be booked by anybody who uses Exchange (i.e. members of staff). This can be restricted by specifying users and/or groups in the Full Booking Rights and Tentative Booking Rights entries. Anybody not specified will then not be able to book the room.

See "How to use Rooms with Outlook" and "How to use Resources with Outlook" (below).

Each resource must have a named contact, this can be changed at a later date. This is the person who can authorise and request changes to the resource.

Each room can have one or more Resource Managers. These are people who are given the right to manage the resource. If they add the resource mailbox to their Outlook profile, they can then grant people the right to view the resource calendar in the same way that a user can grant rights to people to view their own calendar. Resource Managers can delete any calendar items in the resource regardless of how they were booked. In the event that it is requested that other items are permitted in the resource, then they will also be able to modify/delete those as well. In addition to this Resource Managers decide what bookings are permitted when the Request Booking Rights entry has been defined. This is explained later.

Note you cannot delete a booking created by anybody else on the resource unless you are a Resource Manager for that resource.

How to find the manager of a Resource

To be able to book a resource, you need to find the manager for that resource, and ask them to give you permission to book it. These instructions apply to Outlook 2010.

1

Open the Outlook Address book

With Mail selected in the Navigation pane, from the Home tab in the Find group click Address Book (or press Ctrl+Shift+B).

2

Select the required resource

Under Search type Resource. (including the full stop at the end). You will see all the calendars; continue typing E or F or G or R for Equipment, Fax, Grounds, or Room respectively. Now scroll through to find the particular resource (Calendar, Equipment, Fax, Grounds, or Room) and select it.

3

Right-click and select Properties

Right-click and select Properties.

4

Select the Organization tab

Select the Organization tab and the Manager will be displayed. 

5

Double-click

Double-click the Manager and their details will be displayed - in the E-mail Addresses tab you will find their e-mail address (this may be required should there be more than one member of the University with that name).

6

Click OK twice and close the address book

Click OK twice and close the address book.

Naming Resources

Each room or resource must have an account so that it can be used for calendaring.

Resource.ResourceType.ResourceSubType.Identity

For a meeting room:

Resource.Room.Building.ID

In this particular case the Building will be the text name of the building, e.g. Haslegrave, and the ID would be the official University room identifier, e.g. N115. If you do not know what it is for the room you will need to Ask Facilities Management for help. The naming convention has been used so that all resources of the same type are grouped together. Department identifiers are not permitted for rooms as departments can change name, move building or have resources moved between them. Using the official room identifier is therefore used to reduce the amount of complexity for departments and users of the system.

Should you require a resource creating you will need the following information.

ResourceType

of resource. One of:

  • Room,
  • Vehicle,
  • Equipment,
  • [Shared] Calendar (to avoid confusion with mailbox),
  • [Shared] Tasks.

Sub Type

For Room this will be the building name.

For Vehicle:

  • Van,
  • Car.

For Equipment:

  • Projector,
  • Misc.

For [Shared] Calendar and [Shared] Tasks:

  • The department id and then an identifier (unique within the department).

Department Id

For [Shared] Calendar and [Shared] Tasks only.

Identifier

For a Room this is the University Room Identifier for rooms e.g. N115.

For a Vehicle or Equipment, an identifier for the resource, such as a projector make and model.

For [Shared] Calendar and [Shared] Tasks this must be unique for the department.

Resource Manager(s)

User Ids of people who manage the resource / room, they will be given Full access to the resource / room, e.g. they can cancel someone else's booking. Usually, administrative staff within a department who can manage the resource.

Named Contact

User ID of user who is responsible for the resource / room, may also be a Resource Manager.

Automatic Booking Rights

User(s) or group(s) that can automatically book this resource / room. People and groups specified here are permitted to book the resource without any approval from anybody else as long as the resource is not already booked and that the request is within the booking window.

Request Booking Rights

User(s) or group(s) that can request to book this resource / room; the booking must be approved by a Resource Manager. This request is then forwarded to the Resource Manager(s) and is entered into the calendar in a tentative state. The Resource Manager then approves or declines the request and this is then reflected in the resource calendar by either removing the entry or making it an approved booking.

How to request creation of a new Resource

To request Email/Calendar/ Room Resource or Email Ad-Hoc Group, please email it.services@lboro.ac.uk

Modify Rooms and Resource

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.

How to open a Resource calendar and access the settings

  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.

How to modify Scheduling Options

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

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.

How to modify Scheduling Permissions

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

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.

 

 

How to add a Response Message

Add an additional message to be included in the 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.