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By default, when a resource is created, ANYONE can schedule/invite the resource. The event will show up within the resource calendar, but will require approval and NO ONE can work on behalf of the resource (create events on behalf of the calendar), including the primary owner. You must be the primary owner of the resource to manage these settings. The primary owner can only be assigned by a domain administrator. Contact your domain administrator to find out who the primary owner of a resource.
- Log into Office 365 account via Outlook on the web (https://outlook.office365.com/).
- Click your name in the top right corner and select Open another mailbox from the dropdown list.
- 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.
- 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
Sign into OWA outlook.office365.com as yourself who has full permission to access the Calendar. Click on the Settings Icon in the top right corner and choose open another users folder and open the desired resource. Once you have opened the Calendar resource, expand the Calendar section in the left navigation pane and finally click Resource scheduling from with the listing. You will see the following screen:
Configure the Scheduling Options and Scheduling Permissions using the following tables to assist with option selections and then 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:
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| 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.
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