This tutorial teaches you how to manage resources in the Outlook Web App.
Your ITAdmin Rep must make the request to have a resource added, changed or deleted from the Exchange server. The request form to do this is found in the Restricted Resources page.
The steps listed below are ITServices’ recommended configurations, and they will meet the needs of most individuals. If you require greater granularity when managing your resources, please contact the IT Support Centre filling out the online help form or by calling 613.533.6666 during regular business hours.
Resources need to be configured in two separate places. The first place is from the options within your account (known as a mailbox in Exchange), and the second is from the resource’s mailbox.
NOTE: It is important to always do configurations in your account first, then from the resource’s account. Options that are changed in your account will affect options in the resource’s account.
Resource managers are individuals who have the ability to add resource delegates. If there are no delegates, the resource manager also acts as the resource delegate.
have the Editor role. This means they can see the full details of all meetings, as well as add, modify and delete any meetings in the resource’s calendar.
are responsible for accepting or declining all requests for the resource. If the resource manager wishes to still receive meeting requests for the resource, they must also add themselves to the delegate list.
cannot add other people as delegates or configure any resource permissions.
ITServices recommends against the use of delegates. Setting the resource to automatically accept or reject meeting invitations, and then specifying the people who are allowed to book the resource, is a clean way to manage a resource, without email for every request.
Configurations from your mailbox:
On the right-hand side of the screen, choose Manage your organization
Enter all or part of the resource name and press Enter.
Double-click the name of the resource you wish to manage.
Click on any heading to expand/collapse the fields within it.
After your changes are made, click the Savebutton at the bottom of the window.
The following changes are recommended:
Any information you enter here will be populated in the GAL (Global Address List), so be descriptive and let people know about any features or equipment in your room (whiteboard, projector, etc.).
A Mail Tip appears at the top of a meeting request when someone selects a resource, provided the Mail Tip has been configured. This short message is very useful if you need to let people know something about the resource before they try to book it. Perhaps the resource is not bookable by the entire Queen’s community or there are other options or restrictions.
A resource can automatically accept or decline requests (known as Auto- Attendant) or send every request to a delegate(s) of your choice. More on this option is found in the “Resource Delegates” section. We recommend against the use of delegates.
NOTE: If you turn on Auto-Attendant and leave people in the Delegates section, these individuals will still have the Editor role for that resource. You must remove any delegates if you do not want those people to have this role.
NOTE: If you need to have any of the greyed out fields in this area changed (e.g. resource name or capacity), your ITAdmin Rep should submit the Request a Calendar Resource (Add/Change/Delete) form found in the ITAdmin Rep Restricted Resources area of the ITServices website.