Middlebury

Difference between revisions of "Shared Calendars and Room Resources"

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:''This page is currently undergoing revision. Please direct any questions to helpdesk@middlebury.edu. Thanks!''
 
  
==Introduction==
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== Introduction ==
Within our Microsoft Exchange environment, each user is provided with a calendar for personal use. In addition to these individual calendars, there are three "special" types that can be set up: Rooms, Resources, and special mailboxes with shared calendars. Since Rooms are the most common type of Resource, the procedures for working with them are similar.
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Within our Microsoft Exchange environment, each user is provided with a calendar for personal use. In addition to these individual calendars, there are "special" types that can be set up. The most important types are mailboxes with shared calendars, and Room Resources.
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*'''Note:''' For best results, always follow our [[Outlook_Calendar_Best_Practices|Shared Calendar Best Practices]].<br/> &nbsp;
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&nbsp;
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&nbsp;
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== Mailboxes with Shared Calendars ==
  
==Mailboxes with Shared Calendars==
 
 
These work exactly as if the mailbox were a person who had given someone else access to edit their calendar. To use them, follow these instructions:
 
These work exactly as if the mailbox were a person who had given someone else access to edit their calendar. To use them, follow these instructions:
* [http://office.microsoft.com/en-us/outlook-help/open-another-person-s-exchange-calendar-HA010354985.aspx Open another calendar in Outlook 2010]
 
* [[Outlook 2011]] (scroll down to "Add shared calendars")
 
  
==Rooms (and Resources)==
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*[https://support.office.com/en-us/article/Open-another-person-s-Exchange-Calendar-2257f515-408f-48ea-9363-11d0d5848c77?CorrelationId=4d69e467-56a7-415e-8a47-f60f06e6a36f&ui=en-US&rs=en-US&ad=US&ocmsassetID=HA010354985#ID0EAABAAA=2016,_2013 Open another calendar in Outlook 365]
Rooms are like regular shared mailboxes, but with the added feature of a "Mailbox Attendant" who can accept and reject meeting requests. To reserve a Room for your meeting, just invite the room to the meeting along with the rest of the attendees. The meeting location will be automatically set to that room, and the room will "accept" the meeting if it is available and reserve that time. Our partner institutions have additional documentation for the following tasks:
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*[https://support.microsoft.com/en-us/office/open-a-shared-folder-or-mailbox-in-outlook-for-mac-6ecc39c5-5577-4a1d-b18c-bbdc92972cb2 Open another calendar in Outlook 365 for Mac]
* [http://www.library.illinois.edu/it/helpdesk/exchange/room.html How to view a room's availability]
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*In OWA (Webmail), click '''Calendar''' on the left, then at the top, click '''Share>Add Calendar…''' Type the name of the calendar you're looking for, then click OK.
* [http://www.marquette.edu/its/help/emarqinfo/calendar.shtml How to book a room]
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&nbsp;
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== Room Resources ==
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Room Resources are like regular shared mailboxes, but with the added feature of a "Mailbox Attendant" who can accept and reject meeting requests.
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=== Scheduling a Room Resource ===
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#Invite the room by name to a new or existing meeting, as if it were a person.  
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#*The meeting location will be automatically set to that room
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#You can use the Scheduling Assistant to find a time when everyone is available, including the room.
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#The room will accept the meeting if it’s free, or reject it if there is a conflict. When the organizer sends an update, it gets sent to all recipients, including the room, which will automatically update its calendar.
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=== Viewing a Room Resource ===
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Room calendars can be viewed like any individual's calendar if you know the name of the room you need (e.g. DFL145); see the instructions above for how to open another user's calendar.
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&nbsp;
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== How to View/Add a Shared Calendar ==
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=== PC ===
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*In Outlook,
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1. Go to Calendar
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2. Click Open Calendar (one of the icons along the top menu)
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3. Select “Open shared calendar”
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4. Type the name of the shared calendar (e.g. “Library staff calendar")
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=== Mac ===
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See instructions [[Add_Another_Mailbox_in_Outlook|here.]]
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&nbsp;
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=== Use Webmail to Access a Shared Account ===
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If you need to work with more than just the calendar you can easily work with the mailbox and account rules as well using these [https://mediawiki.middlebury.edu/LIS/Email_configuration#Use_Webmail_to_Access_a_Shared_Account_.28PC_.26_Mac.29 instructions].
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&nbsp;
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== FAQ ==
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==== How do I get a Shared Calendar or Room Resource? What information do I need to provide to make this happen? ====
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Please contact the [http://go.middlebury.edu/helpdesk Helpdesk] to make your request. When you do, you will need to know the following:
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*What should the name of the new entity be? Is there an existing shared mailbox that could be used for this purpose?
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*Who can make changes?
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*Who should be the "moderator" (with full access to resolve any conflicts should they occur)?
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*Who can see events others have made?
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*(For Rooms) What is the room capacity? This prevents the room from being overbooked according to the Fire Code.  
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*(For Rooms, optional) Who can request to make changes that have to be approved by a moderator? If this option is in place, requests will appear on the calendar as "Tentative" until they are approved.
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==== What if I'm having trouble scheduling meetings or appointments? ====
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If you are having a specific problem, please contact the [http://go.middlebury.edu/helpdesk Helpdesk]. Many common issues can be avoided by following our [[Outlook_Calendar_Best_Practices|Outlook Calendar Best Practices]]. &nbsp;
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&nbsp;
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== Additional Resources ==
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Our partner institutions have additional documentation for the following tasks:
  
== Glossary ==
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*[http://www.library.illinois.edu/it/helpdesk/exchange/room.html How to view a room's availability]
*'''Public Folders''': This is an Exchange feature for sharing calendars, contacts and emails across an organization or any subset thereof. This feature is being deprecated in favor of other ways of sharing calendars. Contacts & email stored in Public Folders are not addressed in this document.
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*[http://www.marquette.edu/its/help/emarqinfo/calendar.shtml How to book a room]
*'''Rooms''':  A room is a special kind of resource defined with attributes for a space such as capacity.  It can be scheduled very much like individuals are scheduled.
 
*'''Resources''': Resources are entries that can be scheduled in Outlook much like people. Rooms represent spaces; other resources might represent equipment or vehicles.
 
*'''owner''':  What it says.
 
*'''full access''':  What it says.  Anyone with full access can accept or reject meeting requests, and more?
 
*'''send as''': ... (Can send an invitation from the room?)
 
*'''approval''':  Appointments may be automatically approved (or denied) by individuals (or groups of people) who may send meeting requests.  It is possible to define who may have this level of permission to the room. (The default is that appointments will appear as 'tentative' until the owner opens the mailbox to accept or deny meeting requests for the room.)
 
*'''room capacity''':  To prevent a room from being overbooked, the capacity of the room should be defined.
 
  
[[Category:Helpdesk Documentation]]
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[[Category:Helpdesk Documentation]] [[Category:Outlook]] [[Category:Public Search]]
[[Category:Outlook]]
 

Latest revision as of 15:41, 2 March 2021

Introduction

Within our Microsoft Exchange environment, each user is provided with a calendar for personal use. In addition to these individual calendars, there are "special" types that can be set up. The most important types are mailboxes with shared calendars, and Room Resources.

 

 

Mailboxes with Shared Calendars

These work exactly as if the mailbox were a person who had given someone else access to edit their calendar. To use them, follow these instructions:

 

Room Resources

Room Resources are like regular shared mailboxes, but with the added feature of a "Mailbox Attendant" who can accept and reject meeting requests.

Scheduling a Room Resource

  1. Invite the room by name to a new or existing meeting, as if it were a person.
    • The meeting location will be automatically set to that room.
  2. You can use the Scheduling Assistant to find a time when everyone is available, including the room.
  3. The room will accept the meeting if it’s free, or reject it if there is a conflict. When the organizer sends an update, it gets sent to all recipients, including the room, which will automatically update its calendar.

Viewing a Room Resource

Room calendars can be viewed like any individual's calendar if you know the name of the room you need (e.g. DFL145); see the instructions above for how to open another user's calendar.

 

How to View/Add a Shared Calendar

PC

  • In Outlook,

1. Go to Calendar

2. Click Open Calendar (one of the icons along the top menu)

3. Select “Open shared calendar”

4. Type the name of the shared calendar (e.g. “Library staff calendar")

Mac

See instructions here.

 

Use Webmail to Access a Shared Account

If you need to work with more than just the calendar you can easily work with the mailbox and account rules as well using these instructions.

 

FAQ

How do I get a Shared Calendar or Room Resource? What information do I need to provide to make this happen?

Please contact the Helpdesk to make your request. When you do, you will need to know the following:

  • What should the name of the new entity be? Is there an existing shared mailbox that could be used for this purpose?
  • Who can make changes?
  • Who should be the "moderator" (with full access to resolve any conflicts should they occur)?
  • Who can see events others have made?
  • (For Rooms) What is the room capacity? This prevents the room from being overbooked according to the Fire Code.
  • (For Rooms, optional) Who can request to make changes that have to be approved by a moderator? If this option is in place, requests will appear on the calendar as "Tentative" until they are approved.

What if I'm having trouble scheduling meetings or appointments?

If you are having a specific problem, please contact the Helpdesk. Many common issues can be avoided by following our Outlook Calendar Best Practices.  

 

Additional Resources

Our partner institutions have additional documentation for the following tasks:

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