Resource Rooms in Outlook

Resource Rooms are shared or public calendars that can be used for departmental scheduling of conference rooms or vehicles, sharing department vacation time, or other group schedules.

Resource Rooms:

• Can be accessed within Outlook and used to reserve a conference room when scheduling a meeting.
• Can require approval before an event is added.
• Will be private to an individual department or group.

Visit the following links to learn more about using Resource Rooms or to request a Resource Room.

Request a Resource Room
Using Resource Rooms on a PC
Using Resources Rooms on a Mac
Information for Resource Room Approvers

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Using Resource Rooms on a PC

Assign or Request a Room

1. From your Outlook calendar, double-click on the desired date to create a meeting.
2. Enter a title for the meeting.
3. Click on the Location box to view all Resource Rooms.
4. Double-click on the Room name to add it.
5. Click OK. Note: The Room is now assigned to the Required and Location fields.
6. In the Required field, add any additional attendees.
7. Click on the Scheduling Assistant to be sure that the room and attendees are available.
   • Adjust the date and time if needed.
   • Click on Travel on the top ribbon.
8. Add any additional info to the meeting as you normally would.
9. Click Send.

View the Room Calendar

1. From the Home tab on the ribbon, click Add to select from the Room List.
2. Double-click on the room name and click OK to add the calendar.
3. You will see the room calendar in the left navigation pane.

Update Calendar Permissions and Add Users

Updating calendar permissions or adding users to the calendar requires that one be an owner of the calendar.

1. From the navigation pane on the left side, right-click on the name of the calendar.
2. Select Properties/Permissions.
3. Click on Add and search for the username of the user you wish to add.
4. Double-click on the name to select.
5. Choose the desired permissions for that user:
   • Can view when I’m busy
   • Can view titles and locations
   • Can view all details
   • Can edit
   • Delegate
6. Click OK.

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Using Resource Rooms on a Mac

Assign or Request a Room

1. From your Outlook calendar, double-click on the desired date to create a meeting.
2. Add a name or subject for your meeting.
3. Choose the start and end time for the meeting.
4. In the Location field, enter the name of the Resource Room.
5. Choose any of the additional options you normally would for the meeting.
6. View the Scheduling assistant to see if the room is available.
7. Click Send.

View the Room Calendar

1. Select Open Shared Calendar from the ribbon.
2. Enter the Resource Room name.
3. Click Open.
4. The room calendar will be listed in the navigation pane to the left.

Update Calendar Permissions and Add Users

1. From the navigation pane on the left side, right-click the name of the calendar.
2. Choose Sharing Permissions.
3. Click on the add symbol (+) and search for the user.
4. Click on their name.
5. Select the desired permissions:
   • Can view when I’m busy
   • Can view titles and locations
   • Can view all details
   • Can edit
   • Delegate
6. Select Add, then click Done.

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Information for Resource Room Approvers

Approvers will receive emails with room requests and have the option to accept or decline the request.

If using a Mac, you will also need to add the calendar/mailbox to Outlook:

1. From the Tools menu, choose Accounts.
2. Click on Advanced in the lower right-hand corner.
3. Choose Delegates at the top.
4. Under “Open these additional mailboxes,” click the add button (+) and add the mailbox.