416 Agriculture Hall Michigan State University

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1 416 Agriculture Hall Michigan State University Title: Managing Resources in Outlook 2010 and OWA (Outlook Web Application) Document No Revision Date - 3/2012 Revision No. - 2 Purpose The procedures below provide outlined steps for people who manage resources (calendars and rooms) in Outlook 2010 or OWA. Policy N/A Definitions Resources Resources in Outlook refer to shared calendars and equipment. ANR TECHNOLOGY SERVICES 416 AG HALL MICHIGAN STATE UNIVERSITY

2 Table of Contents Managing Resources... 3 Exchange Calendar for the Resource... 3 Open Shared Calendar for a Resource in Outlook and OWA... 4 Outlook 2010 Open Shared Calendar for a Resource... 4 Outlook Web App (OWA) - Open Shared Calendar for a Resource... 5 Accept or Decline Meeting Invitations in Outlook and OWA...6 Meeting Invite s... 6 Outlook Acting on Meeting Invites... 6 Outlook Web App (OWA) - Acting on Meeting Invites... 8 Booking Window... 8 This document describes how to manage moderated rooms and equipment resources in Outlook 2010, and Outlook Web App (OWA). A moderated resource is managed by a person responsible for approving or denying reservation requests (called a manager/delegate). Resources in Outlook/OWA allow you to manage the scheduling and availability of rooms and equipment provided by your department or unit. Rooms and equipment in this document are referred to as resources. Rooms - Rooms can be reserved for meetings and other events. This includes conference rooms and other meeting spaces. Equipment - Equipment can also be reserved. This typically includes things like laptops and projectors, but could include any type of equipment. Rooms and Equipment are listed in your Outlook Address Book under; o All Rooms Lists all rooms available for reserving o ANR Rooms and Equipment Lists all rooms and equipment available for reserving Rooms and Equipment are listed as: o RP-Room/Equipment name = the room/equipment is public, no approval is needed o RA Room/Equipment name = the room/equipment needs approval of manager o RR Room/Equipment name = the room/equipment is restricted, only people with certain permission may schedule this resource 2

3 Managing Resources When a resource (room and or equipment) you manage is added by someone who is scheduling a meeting, one or more managers/delegates for the resource will be notified of the request to schedule the resource. NOTE: The above information only applies to rooms/equipment that are listed as RA (Approval Needed) or RR (Restricted to people with certain permission) As a manager/delegate for a resource, you will receive an when someone requests to use a resource that you manage. For example, when someone creates a meeting and wants to reserve a room you are manager/delegate of, you will receive an , just as if you had personally been invited to the meeting. You would then accept, make tentative, decline or propose a new time for the meeting invitation on behalf of the room. Exchange Calendar for the Resource A room or equipment resource has a shared calendar, which is used to manage the dates and times for when the resource has been reserved. As a manager/delegate, you will access the shared calendar for the resource through Outlook 2010 or OWA. This will allow you to review requests to reserve the resource, as well as to approve, make tentative, decline or propose a new time for them. Room and equipment resources do not have passwords. You cannot log in to an Exchange client as the resource. Instead, you must open the shared calendar for the resource to manage/view it. In the next section, you will learn how to open a shared resource calendar in both Outlook and OWA. 3

4 Open Shared Calendar for a Resource in Outlook and OWA To complete the instructions below, you must be a manager/delegate for the room or equipment resource that either needs approval or is restricted. Outlook 2010 Open Shared Calendar for a Resource In Outlook 2010, the calendar for a resource you manage will automatically appear in the calendar list on the left side of the window. This is due to special access you were granted when you were made a manager/delegate for the room or equipment resource. The calendar will appear under a group heading titled Shared Calendars. In the example below, the calendar that is being managed is Test Resource. To view/open the calendar(s) for a resource you manage using Outlook 2010, do the following: Open Outlook Click Calendar on the left side of the window. Locate the section labeled Shared Calendars on the left side of the window. o Any room or equipment resources for which you are a delegate will appear here. Put a check mark next to the calendar you want to display. o You can also remove the check mark next to any calendars you want to hide. You can hide the shared calendar by removing the check mark next to the calendar's name from the list on the left side of the window. When you view a shared calendar in Outlook 2010, it is displayed next to your other open calendars in a side-by-side fashion. 4

5 Outlook Web App (OWA) - Open Shared Calendar for a Resource In OWA, the shared calendar will appear in your People's Calendars list on the left side of the OWA window. To view/open the calendar for a shared resource you manage using OWA, do the following: Go to and log in Click Calendar on the left side of the window Find the calendar resource under the heading People s Calendars Click the checkbox next to the calendar to open it The calendar for the resource is displayed. You can hide the shared calendar by removing the check mark next to the calendar's name from the list on the left side of the window. When you view a shared calendar in OWA, it is displayed next to your other open calendars in a side-by-side fashion. 5

6 Accept or Decline Meeting Invitations in Outlook and OWA When someone wants to reserve a room or equipment resource, he or she will invite the resource to a meeting (along with other attendees). For example, someone creates a new meeting invitation and invites three people. They need a place to meet, so the meeting organizer also invites the room you are responsible for managing. As the manager/delegate of that room, you will receive an invitation. It is your responsibility as manager/delegate to Accept, Decline or Propose a New Time in the meeting invitation to allow or deny the meeting organizer to reserve the room. There are two ways you can approve or deny requests to reserve a room or equipment resource. You can click Accept, Tentative or Decline in the meeting invitation s you receive, or you can open the tentative events that appear on the resource's calendar and accept or decline the meeting invites that way. Meeting Invite s As a manager/delegate for a room or equipment resource, you will receive s for meeting invitations sent to the resource. You can act on these s to accept or decline the meeting invitations. Outlook Acting on Meeting Invites In Outlook 2010 act on meeting invite (s) by: Clicking on the meeting invite Choosing; Accept, Tentative, Decline or Propose New Time 6

7 You can also go to your Outlook Calendar and Open the resource calendar you manage Click on the meeting that needs approval Choose Accept, Tentative, Decline or Propose New Time on the Ribbon (at top of page) Once you have chosen Accept, Tentative, Decline or Propose New Time, the person requesting the resource will receive an stating your choice. In the example below, the resource was accepted. This choice will also show on the resources calendar (the calendar you are manager/delegate for). 7

8 Outlook Web App (OWA) - Acting on Meeting Invites In OWA the calendar for the room or equipment resource appears on the left side of the window below your other calendars. Click the arrow next to the resource's name to open its calendar. Managing resources with OWA is similar to Outlook. When you receive an concerning the booking of a resource you manage, you simply click on the , and choose Accept, Tentative or Decline. The choices appear as symbols; a checkmark, question mark and X. Booking Window All room and equipment resources in Exchange have a booking window, which defines how far in the future you can reserve a resource. By default, the booking window is 180 days. For example, if you try to reserve a room one year from now (i.e. 365 days from now) and that room is set up to autoaccept, your request will be denied because it falls outside the booking window (which is 180 days by default). However, if you try to reserve that same room three months from now (i.e. 90 days from now), Exchange will automatically accept your request because it falls within the booking window. 8