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Exchange: Resource Calendars

Request Exchange Resource Account

To request a resource account, please fill out and submit the online request form. When you request a resource account, you must specify whether the resource is a location or equipment.

  • The naming convention for the Location Resource Accounts is: Department Code:Room Name (if applicable):Building:Room Number (if applicable)

  • The naming convention for the Equipment Resource Accounts is: Department code:(Equipment Name)

Resource Calendars

Resource calendars can be invited to meetings and have attributes that allow them to auto-accept meetings for objects such as rooms, projectors, and other items as "attendees" of meetings. They are also listed in the Global Address List the same way users are displayed.

Resources are managed and controlled by the individuals who are members of a department's Resource Coordinator group. Typically resources are set up to handle meeting requests on a first come, first served basis. Exchange resources are flexible, however, and can be configured and restricted to meet the needs of individual departments.

To write events directly to a Resource Calendar, the user must be a member of the Resource Coordinators group for the department.

Managing Resource Calendars

  1. Open Outlook Web Access at exchange.uark.edu.

  2. Click the dropdown arrow next to your name in the top right corner to display the "Open other mailbox" option.

  3. Start typing the display name of the resource. Resource names begin with the 4-letter code of the department that owns them. Type the department code and press Enter to view a list of all departmental calendars.

  4. After opening the resource, click Options, and select See All Options.

  5. Select Settings from the left menu.

  6. Under the Resource tab, change settings appropriate for your resource. Click Save.

Alternate Methods of Granting Access

Full control + ability to accept and decline meetings on its behalf

Members of the "departmental coordinator's group" for the department can add new members to the management group by opening the Global Address List from the Outlook Address Book and double-clicking on the group.

Read-only access

Anyone in the "departmental coordinator's group" for that particular department can go to the permissions for the calendar and grant "reviewer" access to it the same as a regular calendar.

Read/Write access

It is possible to grant someone full read/write access to a calendar versus granting them permission to schedule the resource without requiring approval by the resource managers. However, you will need to be logged into your workstation using your Active Directory ID, and you will need to create an Outlook (not system) profile to log in as the resource itself.

Instructions for Windows

  1. Open the Global Address List from the Outlook Address Book, find the resource in the list, right-click, and select Properties.

  2. Go to the Email Addresses tab and note the SMTP information for the account, including the @exchange.uark.edu. For example, the SMTP info for UITS:Room - ADSB 208 is UITS_ADSB208@exchange.uark.edu.

  3. Open the Mail icon in Control Panel.

  4. Click Show Profiles. Select prompt for a profile to be used. Click Add.

  5. Name the profile similar to the resource.

  6. Important: The system will automatically fill in your email address. Instead, fill in the email address of the resource, including @exchange.uark.edu.

  7. In the password field, enter the password for your UARK account.

  8. Continue to complete the account setup.

  9. When you open Outlook, you will now be able to log in as the resource and grant sharing permissions as you would with any regular calendar.
    Note: Changing the Delegates permissions on the resource account can have unintended consequences.

Last Reviewed:

Comments

02/23/2011
3:17 pm

To set basic permissions on an Exchange resource calendar in Outlook 2010:

Open Outlook. Click 'Calendar'. Click the 'Folder' tab. Click the 'Open Calendar' icon. Click 'From Address Book'. The Exchange Global Address List (GAL) will open (default). Search for and select the resource. Click 'OK'. Click the resource calendar in Outlook's sidebar to select and then click the 'Calendar Properties' icon. Click the 'Permissions' tab. Set permissions as needed and click 'OK'.

Notes: The naming convention for the Location Resource Accounts is: Department Code:Room Name (if applicable):Building:Room Number (if applicable) The naming convention for the Equipment Resource Accounts is: Department code:(Equipment Name) Search Filters: Outlook has a 'From Room List' option that will filter the room listings in the GAL so as to only display all rooms. Resources may be searched from the dropdown menu in the GAL by type such as rooms or equipment.