OL98: (CW) How to Create a Resource Account

In Microsoft Outlook 98, you can schedule the use of resources such as conference rooms and AV equipment by defining an e-mail account for each resource. To reserve these resources, you invite them to meetings and activities just like individuals. These resources can be set up to automatically accept or reject scheduling requests, or you can assign a delegate to handle these decisions. If you want to centralize booking of several resources, you can assign a single delegate to multiple resource accounts.

This article describes how to set up a resource account and how to set up a delegate account to control one or more resources.

If you want to centralize booking of several resources, you can assign a single delegate to multiple resource accounts and then configure the delegate to respond to meeting requests automatically. All meeting requests sent to the resource accounts are forwarded to the delegate for processing. The advantage to this method is that only one computer is required to handle multiple resources. For example, you can set up a dedicated computer, with Outlook logged on to the delegate account, to handle the booking of several conference rooms at once.

There are a series of tasks to complete to set up a resource account and a delegate account to control one or more resources.

• Setup the Delegate Account
• Configure the Delegate Account
• Setup Resource Account
• Configure the Resource Account
• Enable automatic booking of resource requests

Setup the Delegate Account

You must create an e-mail account for the delegate. You can create a dedicated delegate account, or you can use an existing user account. For example, you may use a receptionist's e-mail account for booking all conference rooms in a building.

Configure the Delegate Account

To configure the delegate account, follow these steps:

1. Open the delegate account in Outlook.
2. On the Tools menu, click Options.
3. Click Calendar Options and then click Resource Scheduling.
4. Click to select the desired options under, "Processing of meeting requests."
5. Click OK and OK.

Setup the Resource Account

To set up a resource in Outlook, first create an e-mail account for each resource just as you would for a workgroup member. Assign a descriptive name to the resource such as, "Room 101." If a delegate is assigned to a resource, you can configure the resource account so that meeting requests go directly to the delegate.

Configure the Resource Account

To configure the resource account, follow these steps:

1. Open the resource account in Outlook.
2. On the Tools menu, click Options.
3. Click Calendar Options and then, click Resource Scheduling.
4. Click to select the desired options under, "Processing of meeting requests."
5. Click OK.
6. Remove the checkmark for "Default Reminder" at the beginning of the Calendar item.
7. On the Delegates tab, click Add to add the name of the delegate account.
8. In the Delegate Permission box, click Editor in the Calendar list and click to select, "Delegate receives copies of meeting-related messages sent to me" and then click OK.
9. On the Delegates tab, click to select, "Send meeting requests and responses only to my delegate, not to me" and then click OK.

Enable Automatic Booking of Resource Requests

To enable automatic booking of resource requests, follow these steps:

1. Open the delegate account in Outlook.
2. On the Tools menu, click Options.
3. On the Preferences tab, click to select E-mail Options.
4. Click Advanced E-mail Options.
5. Click "Process requests and responses on Arrival." Click OK and OK
6. Click Calendar Options and then Resource Scheduling
7. Under "Processing of meeting requests," select the options you want to use. Click to select all three options for complete automatic booking of all meeting requests forwarded to the delegate. The delegate account must remain logged on for automatic booking of resources.

NOTE: It may take a few minutes for the new resource and delegate options to update on the Microsoft Exchange server.

For additional information about direct booking of resources, please click the article number below to view the article in the Microsoft Knowledge Base: For more information on this topic, see chapter 31 of the Office Resource Kit (ORK). The complete ORK is available for viewing at:

http://www.microsoft.com/office/ork/ (http://www.microsoft.com/office/ork/)

NOTE: Because the Microsoft Web site is regularly updated, the site address may change without notice. If this occurs, link to the Microsoft home page at the following address:

http://www.microsoft.com/ (http://www.microsoft.com/)