Room Resources (Offices)
A Resource Account is an object in the Outlook Calendar that represents a room or a piece of equipment. These room resources are offices belonging to departments; the rooms are not classrooms or public spaces managed by the Registrar's Office or Campus Center and Event Services. Nothing changes regarding the scheduling of the "public spaces".
At Ithaca College, there is no difference between a room and a piece of equipment; the calendars are configured and managed the same way. The resource can be "invited" to meetings just like people can be invited.
The owner of a Resource Account can customize the settings for the account. Resource Accounts do not allow scheduling conflicts; if the resource already has an event scheduled for a particular time, no one else can "invite" the resource to another event. Multiple resources can be invited to a meeting.
Scheduling the Resource
By default, anyone using Microsoft Live Outlook calendar can schedule the resource. However, the owner can change this so that,
- when someone includes the resource as an invitee to a meeting, the owner (or someone delegated by the owner) approves or denies the request (moderated request)
- viewing and scheduling of a resource is limited by permissions to specific people.
Sharing Resource Calendar
In order to view the Resource Account's calendar directly, like you'd view your own calendar, the owner (or someone delegated by the owner) must give you access permissions.
Configuring Resource
Only the owner (or someone delegated by the owner) can adjust the settings for the Resource Account. Owners can onfigure how the Resource Account can be scheduled, including
- Automatic scheduling vs. request to schedule
- Maximum meeting length
- Whether recurring meetings are allowed
To configure the resource:
- log into Outlook Web App (OWA) through myhome.ithaca.edu
- Click on your name in the top right corner
- Click on Open Other Mailbox
- Type in the room resource name e.g. stafflunchroom@ithaca.edu
- Click on Options, top right corner
- Click on Settings
- Configure the Resource Scheduling Options
- (optional) Configure the Calendar Appearance, Reminders and Automatic Processing as desired
Room Resource Migration From Oracle Calendar
There are many room resources in Oracle Calendar that may not be functioning as room resources in Outlook Calendar. When the room is booked is it just the room that is invited or are there people attendees as well? If just the room is booked then it may not have to be an Outlook room resource and may be managed with an easier method. Please contact Karen Sunderland if you think this may be the case.
If the Oracle Calendar room functions as a room, resource owners need to set up the appropriate permissions for this room resource prior to the data migration. In order for this to happen, room resources will be created in Outlook Calendar on Wednesday December 17, 2012.
By default, the room resources are:
- Available to the Ithaca College community for scheduling
- Configured to auto accept scheduling invitations and to notify the owner in case someone tries to schedule the room before you have set up the permissions
To restrict room resource scheduling, use Outlook Web App. Once the room has been created:
- Log into Outlook Web App (OWA) using your username and password through myhome
- Right click on your name in the top right corner
- Click on Open Other Mailbox
- Type in the room resource name e.g. stafflunchroom@ithaca.edu and click Open
- Click on Options, top right corner
- Click on Settings
- Configure the Resource Scheduling Options
- Configure the Resource Scheduling Permissions
- (Optional) Configure Calendar Appearance, Reminders and Automatic Processing as desired
