Shared Calendars and Room Resources
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 firstname.lastname@example.org). Thank you!
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:
- 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.
- 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.
- 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.