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How to Schedule a Resource using Outlook

Posted: Wednesday, June 23rd, 2010 by Gene

Resources in the world of Hosted Exchange are things that can be reserved such as conference or meeting rooms, vehicles, projectors or other items that might be shared within your organization.  When you create a room or equipment mailbox, your staff will be able to reserve and review the availability of that resource from within their Outlook calendar and schedule it as though it were an attendee of an appointment or calendar invitation.

This article assumes the following are true:

  • A resource mailbox has been created for your organization. For instructions detailing the process of creating a resource mailbox, please see: How to Create a Resource Mailbox using Outlook.
  • You have permissions to schedule this resource.

How to Schedule a Resource using Outlook

You can book a resource at the same time you create a meeting. The free/busy information of the resource account is viewable in the “Plan a Meeting” form. To invite attendees and resources to a meeting, follow these steps:

  1. From the Home Screen in Outlook, Click Calendar or (Ctrl+2)
  2. On the Actions menu, click New Meeting.
  3. In the Meeting screen, Scheduling Assistant.
  4. Under All Attendees, Click in the box area that says “Click here to add a  name.”
  5. Type the name of the resource and press enter. You can also click the Add Attendees… or Add Rooms buttons to browse a list of Attendees and Resources that can be scheduled.
  6. Click OK, and then use the scroll bars to view the free/busy time for the resources and attendees you selected if they are within your organization.
  7. You can return to the details screen by clicking the Appointment button to make any changes or add information to the invitation.
  8. Click Send to schedule your appointment and reserve the resource.

2 Responses to “How to Schedule a Resource using Outlook”

  1. Laurie Smith says:

    So, what if the meeting isn’t for me? Someone else wants to reserve the resource. Now the appointment is on my calendar and I don’t want it to be.

  2. Ron says:

    If you are not an attendee then it should have not been added to your calendar. in the event that you are an attendee, you can remove the meeting off your calendar by declinning the meeting.
    Say, if your boss wants you to reserve a meeting on his/her behalf and you rather not clutter your calendar. You can accomplish this by having your manager share their calendar with you. With that being said they can set perameters of what you can and can not view in the details for meetings. for instance, they can set the details of their shared calendar to show “BUSY” when on their actual personal calendar it will have all the details that they add.

    with their shared calendar you can set and schedule meetings and resources and it not transfer to your calendar.

    Hope this helps!

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