Middlebury

Difference between revisions of "Shared Calendars and Room Resources"

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=== DRAFT ===
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''This page is currently undergoing revision. Please direct any questions to helpdesk@middlebury.edu. Thanks!''
This page is in draft form.  ITS is testing a move from scheduling spaces with calendars in Public Folders to defining Rooms in our Exchange mail system. This will enable a room to be "invited" to a meeting, booking the space. Please note this documentation is incomplete. Please address comments to the "Discussion" page, or forward to the Helpdesk (http://go.middlebury.edu/whd or helpdesk@middlebury.edu).  Thank you!
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==Usage==
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==Introduction==
In essence, just invite the room to a meeting as you would any individual.  Enter the room as an Attendee (ex. "DFL 125D") just as other attendees are entered. 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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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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==Mailboxes with Shared Calendars==
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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:
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* [http://office.microsoft.com/en-us/outlook-help/open-another-person-s-exchange-calendar-HA010354985.aspx Open another calendar in Outlook 2010]
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* [[Outlook 2011]] (scroll down to "Add another calendar")  
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==Rooms (and Resources)==
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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:
 
* [http://www.library.illinois.edu/it/helpdesk/exchange/room.html How to view a room's availability]
 
* [http://www.library.illinois.edu/it/helpdesk/exchange/room.html How to view a room's availability]
* [http://www.marquette.edu/its/help/emarqinfo/calendar.shtml How to book a room]  
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* [http://www.marquette.edu/its/help/emarqinfo/calendar.shtml How to book a room]
  
 
== Glossary ==
 
== Glossary ==
#'''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, with rooms and resources being some of the preferred alternatives for shared scheduling.  Other types of calendars, contacts & email stored in Public Folders are not addressed in this document.
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#'''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.
#'''Rooms''':  A room is a special kind of resource defined with attributes for a space.  It can be scheduled very much like individuals are scheduled.
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#'''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.  
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#'''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.
 
#'''owner''':  What it says.
 
#'''full access''':  What it says.  Anyone with full access can accept or reject meeting requests, and more?
 
#'''full access''':  What it says.  Anyone with full access can accept or reject meeting requests, and more?

Revision as of 17:13, 5 August 2014

This page is currently undergoing revision. Please direct any questions to helpdesk@middlebury.edu. Thanks!

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.

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:

Rooms (and Resources)

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:

Glossary

  1. 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.
  2. 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.
  3. Resources: Resources are entries that can be scheduled in Outlook much like people. Rooms represent spaces; other resources might represent equipment or vehicles.
  4. owner: What it says.
  5. full access: What it says. Anyone with full access can accept or reject meeting requests, and more?
  6. send as: ... (Can send an invitation from the room?)
  7. 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.)
  8. room capacity: To prevent a room from being overbooked, the capacity of the room should be defined.
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