Outlook can automatically schedule the use of resources for
conference rooms, vehicles, or AV equipment. This provides the automatic
sending of confirmations, and allows booking through e-mail messages as opposed
to requiring a direct network connection.
How to Define a Resource Account
- Create a new e-mail account for the resource by using the
Microsoft Exchange Server Administrator account.
- Start Outlook by using the new resource account to create
the default folders in the mailbox on the server.
- On the Tools menu, click Options.
- Click Calendar Options, and then click Resource Scheduling.
- Click to select all three Meeting Request options, and then click Set Permissions.
- Click Add to add the users that will be allowed to use the
- Assign at least Author permissions for each
- Click OK to close the dialog boxes, and then quit Outlook.
How to Direct-Book an Appointment to the Resource
You can book the resource at the same time that you create the
meeting. You can view the free/busy information of the resource account in the
Plan a Meeting
Use the following steps to
invite attendees and resources to a meeting:
- Click Calendar.
- On the Actions menu, click Plan A Meeting.
- In the Plan A Meeting dialog box, click Invite Others.
- In the Type name or Select from List box,
type the name of the person or resource that you want at the meeting.
- For each name entered, click either Required, Optional, or Resources.
NOTE: As a rule, users should be invited as Required or Optional, and resources should be invited as Resources. The meeting invitation is addressed with the required and
optional attendees appearing in the To box on the Appointment tab, and the resources appear in the Location box.
- Click OK, and then use the scroll bars to view the free/busy time for
- Click a time when all invitees are available. You can use AutoPick to find the next available free time for all invitees.
- Click Make Meeting.
When you direct book a resource, you update the free/busy
information for the resource.
Article ID: 291616 - Last Review: September 5, 2013 - Revision: 1.0
- Microsoft Office Outlook 2007
- Microsoft Office Outlook 2003
- Microsoft Outlook 2002 Standard Edition
- Microsoft Outlook 2000 Standard Edition
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