How do I configure Resource Mailbox settings and permissions?

This FAQ was last modified on: Wednesday, February 28, 2018 04:28pm
Category: 

A Resource Mailbox in Office 365 is typically used for scheduling of places or things like meeting rooms, audio-visual equipment, laptops, golf carts, etc.  It can also be used for vacation or departmental scheduling calendars.  Resource Mailboxes have access to special options and permissions that are not available to other mailbox types that allow an owner to control how people interact with the calendar of the mailbox. 

 

Access the Resource Mailbox

The following steps must be performed by someone that has Full Access to the mailbox. 

1.   Log into Outlook on the web, http://mail.gatech.edu

2.   Click on your name and picture in the top right-hand corner of the page and then click on Open another mailbox…

3.   Type in the email address of the Resource Mailbox and click Open.  

 

Access scheduling settings

4.   Once you’re in the Resource Mailbox, click the Settings Icon (Gear) in the top right corner and then click Calendar

5.   Ensure that the Calendar section is expanded and click on Resource Scheduling.

Owners of Resource Mailboxes (anyone with Full Access) is responsible for configuring the scheduling settings of the calendar.  

 

Scheduling options

Automatically process event invitations and cancellations

Enables or Disables processing of calendar events automatically.  If you Disable this option, all of the settings in the Scheduling options will be unavailable and an owner must manually approve all bookings. 

Turn off reminders

Enables or Disables reminders for the Resource Mailbox calendar.  This only applies to the Resource Mailbox.  The meeting organizer and attendees will still receive reminders if they have them enabled in their respective mailboxes. 

Maximum number of days in advance resources can be booked

This setting limits how far in advance something can be scheduled on the calendar.  The default setting is 180 days; the maximum is 1080 days. 

Always decline if the end date is beyond this limit

If enabled, this setting automatically declines any booking if it is scheduled outside the maximum number of days in advance that the resource can be booked. 

Limit even duration
Maximum allowed minutes

This settings limits how long a resource can be booked in a single day.  If the box is unchecked, bookings have no limit.  If the box is checked, a limit of 0 to 1440 minutes can be set.  

Allow scheduling only during working hours

If setting is enabled, bookings can only be made during working hours for the resource.  This can be configured in Calendar > Calendar appearance > Set your working hours.  Events booked outside of the Resource Mailbox working hours will be declined. 

Allow repeating meetings

This setting determines whether meetings that are configured as ‘recurring’ are allowed on the calendar. 

Allow conflicts

This setting either allows or prevents conflicting bookings for a resource. 

Allow up to this number of individual conflicts

If Allow conflicts is enabled, this setting determines the maximum number of conflicts allowed. 

Allow up to this percentage of individual conflicts

If Allow conflicts is enabled, this setting determines the maximum percentage of meeting conflicts that are allowed. 

 

Scheduling permissions

These people can schedule automatically if the resource is available

Everyone can, by default, schedule a new Resource Mailbox calendar without requiring an approval.  (This includes anyone at GT with an Office 365 mailbox.)

If Select users and groups is selected, only the users and groups that are specified can schedule the resource automatically.  All other users booking the resource will have their bookings declined. 

These users can submit a request for owner approval if the resource is available

If Everyone is selected, all requests to book the Resource Mailbox calendar must be manually approved. 

If Select users and groups is selected, only the users and groups that are specified will require manual approval to book the resource. 

These people can schedule automatically if the resource is available and can submit a request for owner approval if the resource is unavailable

If Everyone is selected (the default configuration), all requests to book the Resource Mailbox calendar will be automatically approved.  If the resource is booked, the booking must be manually approved. 

If Select users and groups is selected, only the users and groups that are specified will have their bookings forwarded on for manual approval.  Anyone that is not selected that has a conflicting request will have their booking denied automatically.   

 

Response message

If the Add additional text to be included in responses to event notifications is checked, the message entered in the text box will be included in responses to the organizer.  Please note: this message will be displayed for accepted and declined bookings.