Shared Exchange Calendars and Room Resources

This article explains the difference between Outlook's shared calendars and room resources, as well as how to request and then use them.

Within our Microsoft Exchange environment, each user is provided with a calendar for their own personal use.  In addition to these individual calendars, there are "special" types that can be set up.  The most important types are mailboxes with shared calendars and Room Resources.

For best results, always follow our Shared Calendar Best Practices.

If you have questions or need help, please submit a Helpdesk request using the Request Support button at right.

 

Contents

• Room Resources

• How to View/Add a Shared Calendar

• How do I request a Shared Calendar or Room Resource?

• Resources

 

Room Resources

Room Resources are like regular shared mailboxes, but with the added feature of a "Mailbox Attendant" who can accept and reject meeting requests.

Scheduling a Room Resource

1. Invite the room by name to a new or existing meeting, as if it were a person.

   • The meeting location will be automatically set to that room.

2. You can use the Scheduling Assistant to find a time when everyone is available, including the room.  See Resources to learn how.

3. The room will accept the meeting if it’s free, or reject it if there is a conflict. When the organizer sends an update, it gets sent to all recipients, including the room, which will automatically update its calendar.

Viewing a Room Resource

Room calendars can be viewed like any individual's calendar if you know the name of the room you need; see the instructions above for how to open another user's calendar.

 

How to View/Add a Shared Calendar

To use them, follow the instructions for the Outlook (application) or Outlook on the web (webmail). 

Mailboxes with shared calendars work the same as if the mailbox were a person who has given someone else access to edit their calendar.

 

How do I request a Shared Calendar or Room Resource?

Please submit a request to the Helpdesk with all of the following information:

• What should the name of the new entity be?

  • Is there an existing shared mailbox that could be used for this purpose?

• Who should be given permission to make changes?

• Who should be the "moderator" (with full access to resolve any conflicts should they occur)?

• Who can see events others have made?

• (For Rooms) What is the room capacity? This prevents the room from being overbooked according to the Fire Code.

• (For Rooms, optional) Who can request to make changes that have to be approved by a moderator? If this option is in place, requests will appear on the calendar as "Tentative" until they are approved.

 

Resources

Documentation

• Microsoft -- Use the Scheduling Assistant and Room Finder for meetings in Outlook

LinkedIn Learning Videos

• Create a Meeting (Outlook 365 for Windows) 4m, 29s

• Create a Meeting (Outlook 365 for Mac)  3m, 26s