Shared Calendars and Room Resources

Revision as of 13:20, 19 September 2014 by Zachary Schuetz (talk | contribs)
This page is currently in draft form and subject to change. Please direct any questions to helpdesk@middlebury.edu. Thanks!


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 Room Resources and special 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:

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. 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:


  • How do I move existing meetings to this new thing?
  • Can I still use the Public Folders calendar?


  • 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, as above. Contacts & email stored in Public Folders are not addressed in this document.
  • Room Resources: Resources are entries that can be scheduled in Outlook much like people. Rooms represent spaces; other resources might represent equipment or vehicles. Room capacity is defined to limit the number of attendees.
  • 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.
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