Requesting A Resource

A resource is a room or equipment that you schedule instead of a person. Resources are conference rooms, projectors, laptops, etc.

Once a resource has been created, the resource owner can add delegates and/or change permissions for the resource.  If you need to add more resource owners, the current owner of the resource needs to send the request to its-email@uiowa.edu and request the users be added to the security group. 

 

Naming Standards for Office 365 Shared Accounts and Resources

 

Delegates are only needed if your resource is NOT set to "automatically accept and decline meeting requests."  Also, Microsoft recommends adding no more than two delegates.  Delegates are used to manage the resource (accept/decline meeting requests).  If you are adding a delegate or changing delegate permissions for the resource, you will need to create a new profile in Outlook first.  

If the resource is set to automatically accept meeting requests, the resource owner would assign permissions to users.  Permissions give users access to the resource such as editing existing meetings, viewing full details, etc.   The default permission to the resource is Free/Busy -- meaning users can see when the resource is available but cannot see details of the meetings.

NOTE: Office 365 users will only be able to share detailed resource calendar information with other Office 365 users. Healthcare users will only be able to see the free/busy information of the resource.  You cannot add a Healthcare user to the permissions of the resource.  You will need to publish or share the resource calendar.  

 

  1. Login to Office 365 OWA with your Hawkid@uiowa.edu and Hawkid password.
  2. Click the Mail icon.
  3. Click the picture icon/avatar in the upper right corner and choose Open another mailbox
  4. Type the resource name (e.g., RES-UCC2800) and click Open
  5. Click the gear icon in the upper right corner
  6. Scroll the gear panel down to the bottom and select Calendar under the Your app settings
  7. On the left hand side, select Calendar -> Resource Scheduling
  8. You can see the options for that resource – automatically accept meeting requests, allow conflicts, special scheduling permissions, etc. 
  9. Make your changes and click Save.

Office 365 Calendar Permission Settings

Outlook (Windows)

  1. Open Outlook 
  2. Open the Calendar
  3. Under the list of calendars, you will see "Rooms" - expand that list and select the resource to change (if the resource isn't listed, choose Open Calendar | From Room List | type resource name and select it so it appears in Rooms field and click OK)
  4. Right click on the resource 
  5. Choose Properties
  6. Click the Permissions tab
  7. Click Add 
  8. Type the name of the user you wish to give permissions to (e.g., doe, jane) and click Find.
  9. Select the user and click OK.
  10. Under the "Permission Level", choose the appropriate permissions for the user and click OK.

    Outlook 2016/2011 (Mac)

    1. Open Outlook
    2. Open the Calendar.
    3. Press CTRL + click on the calendar.
    4. Choose Sharing Permissions.
    5. Click Add User.
    6. Type the name of the user you wish to give permissions to (e.g., doe, jane) and click Find.
    7. Select the user and click OK.
    8. Under the "Permission Level", choose the appropriate permissions for the user and click OK.

    OWA (https://office365.uiowa.edu) -- NOTE:  you can only change existing permissions via OWA.  You cannot add any new users, this would need to be done via the Outlook client.

    1. Open OWA 
    2. Login with your Hawkid@uiowa.edu and Hawkid password.
    3. Click the Calendar icon.
    4. Click the picture icon/avatar and choose Open another mailbox
    5. Type the resource name (e.g., RES-UCC2800) and click Open
    6. Right click on the resource calendar
    7. Choose Permissions
    8. A list of users with permissions to the calendar are displayed.
    9. Make your changes and click Save.

     

    Office 365 OWA

    1. Login to Office 365 OWA 
    2. Login with your HawkID@uiowa.edu and HawkID password.
    3. Click the Mail icon.
    4. Click the picture icon/avatar (in the upper right corner) and choose Open another mailbox
    5. Type the resource name (e.g., RES-UCC2800) and click Open
    6. Switch to view the calendar (from the waffle icon in the upper left)
    7. Right click on the Calendar folder in the Navigation panel on the left
    8. Choose Share Calendar
    9. Add users you want to give delegate permissions to
    10. Set permissions level to Delegate
    11. Click Send
    12. Right click on the Calendar folder in the Navigation panel on the left
    13. Choose Permissions
    14. Set the Send Invitations and Responses to: pick the setting you want from the dropdown menu
    15. Save

    Note:  Some users may need to grant Full permissions first. Save that setting. Then go back in and change it to Delegate.

    Outlook (Windows) 

    NOTE:  you must first create a profile for the resource - see section "Create a Resource Profile in Outlook (Windows)" for instructions

    1. Launch Outlook.
    2. Select the resource profile from the drop-down menu
    3. Click OK
    4. Click the Calendar icon.
    5. Right click on the resource calendar
    6. Select Properties
    7. Select the Permissions tab
    8. A list of users with permissions to the calendar are displayed.
    9. Make your changes and click Save
    10. Click File
    11. Click Account Settings and Delegate Access in the drop-down menu
    12. Click Add and add the desired HawkIDs
    13. Click OK
    1. Click Tools
    2. Click Accounts and click Advanced...
    3. Click on the Delegates tab
    4. Click the [+] box
    5. Enter the HawkID of the desired delegate and click Add
    6. Click OK

    There are very few reasons you should need to create a resource profile.  Most actions can be done opening the resource using OWA - Open another mailbox.

    1. Exit Outlook before proceeding to step 2
    2. Choose Start│Control Panel
    3. Click on the Mail icon
    4. Click Show Profiles icon
    5. Click Add
    6. Enter the name of your resource (ex: RES-LC128A) in the "Profile Name" field
    7. Click OK
    8. Check E-mail Account, and under E-mail Address - type the resource email address.  e.g.: RES-LC128A@iowa.uiowa.edu
    9. Leave Password boxes blank
    10. Select Next
    11. After a moment, a box will pop up labeled Windows Security: Mail Application
      ​In the username box (top box),  type your HawkID@uiowa.edu
      In the password box (bottom box), type your HawkID password
    12. Click OK
    13. Check the box labeled "Change account settings"
    14. Click Next
    15. Uncheck "Use Cached Exchange Mode"
    16. Click Finish
    17. Launch Outlook
    18. Select the resource profile from the drop-down menu
    19. Click OK
    1. Launch Outlook 2016 
    2. Choose Tools | Accounts
    3. Select your account and click the Advanced button.
    4. Select the Delegates tab.
    5. In the "People I am a delegate for" field, click the plus (+) sign.
    6. Search for the name of the resource
    7. Select the account name and click Add
    8. Click OK

     

    1. Open http://office365.uiowa.edu
    2. Login with your HawkID@uiowa.edu and HawkID password
    3. Click the "Mail" tile listed in the available apps in the center of the screen
    4. Click the person icon in the top right corner
    5. Choose Open another mailbox
    6. Type the resource name and click OK (e.g., res-its-test)
    7. The resource account will display and you can manage the calendar.
    Article number: 
    104454
    Last updated: 
    May 30, 2018
    Category: