Shared Calendars and Room Resources
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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.
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:
- 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 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.
- 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.