ITS

Information Technology Services
Information Technology Services

Manage Rooms and Resources

Each room and equipment resource has an Office 365 account that includes a mailbox and a calendar.  A room is any space that can be booked in 30 min increments; Equipment can be anything the department lends - like an overhead projector. Who can book a departments resource and how long a resource can be booked for are determined by the Office 365 Resource Administrator for each department.

When a resource has been requested and provisioned by ITS, it has a default configuration that should be reviewed by the Resource Administrator to ensure it is configured as required.  The Resource Administrator will be able to update/set/configure the following:

Information 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.).
Mail Tip 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.
Booking Options

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.  ITServices recommends 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.


Resource Delegates

Note:  ITS recommends against the use of delegates, unless the room resource requires meetings to be manually accepted/declined by a person. See the next section for instructions on setting the resource to automatically accept or reject meetings invitations based on a set of booking rules.

  • Resource delegates...
    • have the Editor role and can work in the calendar of the resource. 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 also receive meeting requests for the resource, they must add themselves to the delegate list.
    • cannot add other people as delegates or configure any resource permissions.
  • Resource Managers can add any number of  Delegates to a resource. See "Adding Delegates" section below for instructions.

 

Accessing a Resource Mailbox

  1. Log into Microsoft Office 365
  2. In the top right select the presence icon
    • From the drop down menu select Open another mailbox...

    room-one.png

  3. The Open another mailbox screen will open
    • In the dialogue box start entering the name of the room
    • As you are entering the name you will see a list of resources appear of previously opened resource.   If you have not opened the resource before, enter part of the name and click Search contacts and directory
    • You will see a list of resources that match what you have entered 
    • If the room or equipment you are looking for is listed, click it
    • TIP: In most cases, resources start with the departmental abbreviation of the group that manages them. For example, all ITServices resources start with "ITS".

    room-two.png

  4. The Room will be display.  
    • Click the Open button

    room-three.png

  5. The Microsoft Office 365 account for the Resource will open

 

Configuring the Resource

  1. Open the Microsoft Office 365 account for the Resource following the steps above.
    • Click the Settings icon
    • From the Office 365 settings menu select Options 

    room-four.png

  2. The Office 365 Setting screen will open
    • From the left hand menu expand the Calendar
    • From the Other Calendar section select Resource scheduling

    room-five.png

  3. You are now in the resource's mailbox.
    • From the left menu select settings
    • Along the top of the Settings screen is a menu from where you can choose resource, mail, calendar, or regional
    • The Resource screen is divided into two sections:  Scheduling options and Scheduling Permissions
    • Scheduling options control some behaviors and availability of the resource 
      • Ensure the box for Automatically process meeting requests and cancellations is checked
      • Determine how many days in advance resources can be booked
      • If the Always decline if the end date is beyond this limit is selected if someone tries to set a recurring meeting longer than permitted the meeting request will be declined.
      • Limit the meeting duration.
      • Check the box beside Allow scheduling only during working hours.  This prevents the room from being booked after hours.
      • Check the box beside Allow repeating meetings.  Note repeating meetings could be refused in the date range is longer than the number of days in advance a resource can be booked.
      • Allow conflicts - sometimes when repeating meetings are scheduled the room will already be booked for one of the occurrences.  If you allow conflicts, their repeating meeting will be accepted allowing them to complete the booking, and then remove the one meeting in conflict.
      • Note:  ITS 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.
    • Scheduling Permissions is where you determine who has permission to schedule this resource.  There are three options.  Choose the options that are most appropriate to your requirements.    
      • If you are using the Automatically process meeting requests and cancellations (from scheduling options) and you choose either option two or three you will need to delegate an editor to maintain the resource's schedule. 
      • Tip:  Choosing "Select users and groups" for a booking option, but not entering any users or groups, is the same as saying "no one".
      • If you would like a select group of people to be able to book or request the resource, click Select One or More...
        • You will see the GAL open up. Search for the individual(s) or Distribution Group you would like to have access to that scheduling permission and add them. We refer to this role as the "can book me" people.

          NOTE: If you add a Distribution Group that you do not manage, be aware that the members of that group could change without your knowledge, thus affecting who has access to the resource.
        • Click OK.

          NOTE: Anyone who is added in a "Select users and groups" option has access to the free/busy time of the resource (this is default behaviour), in addition to the subject and location of meetings.
    • Response Message
      • If you like, you can add a response message by selecting the checkbox beside Add additional text to be included in Reponses to meeting requests.
      • The response will be sent to both accepted and declined invitations, so keep this in mind when crafting your response message.
    • Make the changes your want
    • Click the Save button.

    room-six-new.png

  4. Log out of the resource.

 

Adding Delegates

  1. Open the Microsoft Office 365 account for the Resource following the steps above
  2. From the App Launch tiled icon (at the top left of the screen) 
    • Click the Calendar tile to open the Resource Calendar

    O365_Calendar_tile2.jpg

  3. The Resource Calendar screen will open
    • Click the Share button

    Share menu item

  4. The Share this calendar screen will open
    • For each delegate enter their email address
    • You will see a list of email addresses that match what you have entered
    • Click the correct email address to select it

    O365_Calendar_AddDelegate1.jpg

  5. The screen will change to show the email address of the person you want to share with
    • From the drop down menu select Delegate
    • Note: you have the option of allowing your delegate to view events that you have marked as private.  To do so, check the box beside Let delegate view private events
    • Click the Share button

    O365_Calendar_AddDelegate2.jpg

  6. Log out of the resource.

Permission changes can take some time to propagate in Office 365. Test with the delegate after an hour.

The delegate will receive email notification of meeting requests and will need to accept or decline the meetings.  The delegate can open the resource calendar to do this.

 

Last Updated: November 22, 2017