Exchange Resource Calendars

What are Exchange Resources?

An Outlook resource calendar is simply a calendar that is available to schedule that isn’t associated with a specific person. The most prevalent example is a calendar for a meeting room, but we can create resource calendars for equipment, vehicles, or even departmental leave/time-off calendars.

How to Book a Resource Calendar?

Booking a resource is similar to scheduling a meeting in Outlook. Here’s how you can do it:

1. Navigate to your Outlook calendar.
2. Create a new meeting.
3. Add the Resource as a participant.
   1. In the “To” field, add the email address of the resource (e.g., Delehanty105@uvm.edu).
4. Fill in the meeting details such as the subject, date, time, and any other necessary information.
5. Send Invitation: Once all details are filled in, send the meeting invitation. The room resource will accept or decline your booking based on availability and the room’s configuration settings.

Request a Room Resource

To request a room resource, please contact the Tech Team

Please include the following information:

1. Building and Room number or Equipment Name
2. Resource Delegates
   1. Delegates are individuals who have been granted permission to manage a room resource. They can accept or decline booking requests, modify the room’s calendar, and set various options for the room. Here’s how delegates work:
3. Resource Calendar Configuration
   1. There are several options that can be set on a room resource to customize its behavior. Here are some common options:
      1. Maximum Booking Duration: This sets the maximum amount of time a room can be booked for a single event. For example, the default value might be 24 hours.
      2. Booking Hours: You can set specific hours during which the room can be booked. For example, a room might only be available for booking during business hours.
      3. MailTips: These are messages that appear when someone tries to book the room, providing additional information or instructions. For example, a MailTip might inform users about special requirements for accessing the room.
      4. Automatic Booking: This option allows the room to automatically accept or decline booking requests based on its availability.