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.

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.

 

To view your resources, open your Address Book and set "Show Names from the:" to either Global Address List or Iowa (FYI - "Iowa" displays all resources together).

If you want to add information about a resource, e.g., capacity, resource owner name and phone number, equipment located in the room, etc., then your departmental OU Admin in AD should follow these instructions for updating the resource Notes field:

  1. Use Active Directory Users and Computers.
  2. Navigate to the Active Directory folder iowa.uiowa.edu/Domain Groups/Resources .
  3. Locate and double-click on the resource name to display the resource Properties window.
  4. Select the Telephones tab.
  5. Enter resource information in the Notes field in the following format:
  • Capacity: if the resource is a room-# of seats
  • Owner: resource owner's name, phone number
  • Equipment: if the resource is a room-any equipment associated with the room

For example:

Capacity: 10
Owner: Jane Doe, 335-5398
Equipment: LCD projector, computer, phone, white board

  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. 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

Outlook 2016/2011 (Mac)

  1. Open Outlook 2011.
  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. Login to Office 365 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.

  1. Click File
  2. Click Account Settings and Delegate Access in the drop-down menu
  3. Click Add and add the desired HawkIDs
  4. 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 res-xxxxx@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
Article number: 
104454
Last updated: 
April 13, 2017