ITS

Information Technology Services
Information Technology Services

Office 365

Resource Administration in Microsoft Office 365

In Microsoft Office 365 Rooms & EquipmentDistribution Groups, and Shared Mailboxes are Resources. Each department has an Exchange Administrator and only the Exchange Administrator can request or make changes to a resource.  Note: The Exchange Administrator and the IT Admin Rep my be the same person, but not always.

Request a Calendar Resource (Add/Change/Delete)

The  Exchange Administrator must make the request to have a resource added, changed or deleted from the Exchange server. The request form is found on the IT Admin Rep's Restricted Resources page.

Administrator Groups

The Exchange Administrator will belong to two groups:  The Security group and the Resource-Admin group.

Exchange Administrator Security Group - All Exchange Administrators belong to an Active Directory Security group called DEPT-Exchange-Admin.  They now also belong to an Office 365 Security group called DEPT-O365-Admin.  The Exchange Administrator  can request users be added or removed from this group by contacting the IT Support Centre.   Note:  DEPT is replaced by your department's initials.  For example DEPT = ITS or HR.

Resource Manager Security Group - Each department has a Resource Manager Security Group that is managed by the Exchange Administrator.  Other individuals who are in charge of managing resources can be added by the Exchange Administrator to this group and assigned full control over these resources.  This will give them the same level of access to a resource as the Exchange Administrator. This group's name is: DEPT-O365Resources-Admin

Although resources can be used in an Outlook Client or through the Office 365 Web App, administrative changes to a resource can only be made by logging into the Microsoft Office 365 Web App.

Rooms and Resources

Each resource has an Office 365 account that includes a mailbox and a calendar.  A room is booked for an hour or two for a meeting; Resources can be anything the department lends - like an overhead projector - and is usually booked for a short while.  Who can book a resource and how long a resource can be booked for are determined by the Resource Administrator.   

Rooms and Resources are known as Calendar Resources.  To request a Calendar Resource the Exchange Administrator must complete the Calendar Resource Request form available on the Restricted Resources page.

The request form is used to add, change or delete a resource (such as a room) in the calendar  system. It can also be used to transfer ownership of a resource to another person.  

Once the resource has been created the Exchange Administrator will be able to edit the resource to configure it to their requirements. 

For more information see the Manage Rooms and Resources tutorial.

Distribution Groups

(also know as Distribution Lists)

Sample:  ITServices-staff-DL@queensu.ca

A distribution group is a group of email addresses, grouped under a single email address, for example a departmental distribution list, where everyone in the department is on the list.  When email is sent to the list everyone on the list is sent the email. 

Distribution groups are dependant on the server they are created on.  At Queen's that is the Exchange server.  To send email to a distribution list requires being logged into either the Outlook client or the Outlook web app.  Members of the list must have @queensu.ca email addresses.    

Distribution groups are requested and managed by the ITAdmin Rep.  They appear in the Global Address List (GAL) as department-name-DL.  A distribution list can be used by anyone with an email address on the exchange server. 

Distribution groups can only have Staff and Faculty, or other Distribution groups as members. 

There is a unique name for the group as it appears in the Global Address List and on the To: line when you send email to this group.

For more information see the Manage your Department's Distribution Group and Security Group tutorial.

Shared Mailbox

A shared mailbox is a special email account that allows multiple individuals to read and respond to the email received in the account through their own email account.  If desired, responses can come from the shared mailbox - not the person responding to the email.   A shared mailbox is not owned by the person or persons who receive and respond to the email; it is owned by the department (or organization). Permissions to access the shared mailbox are controlled by the department's Exchange Administrator.    

Rather than log into the email account itself, the user is given permissions to access the account.  They configure their email client (Office 365 and Outlook) to access the account, logging in with their own NetID and password..  When they respond to an email, instead of the from field containing their name, it will contain the name of the account. 

Shared mailboxes are the preferred setup to use when multiple people will be checking incoming email.  Examples of when a shared mailbox may be used are:  email address for web pages, email addresses for special events, or a generic email address for a department or group.

Since the shared mailbox is accessed through the users own email account there is no need to remember an additional NetID login and password. Permission to access the shared mailbox is required and it can only be accessed once the user logs in through their own NetID and password. When someone who has been given permission leaves the department/group their permissions to the shared mailbox can be removed.  Their own email account remains untouched.

A shared mailbox is also published in the Global Address List (GAL).

For more information see the following tutorials