Explanation
As the administrator of a resource calendar in TechMail, you may access the resource settings page using Outlook on the web to set various characteristics of the resource. You may also set permissions for individuals or groups to schedule the resource. Below is an explanation of the various settings available.
Resource scheduling options
You can set a resource to automatically process all incoming meeting requests and cancellations. If you select the checkbox to automatically process meeting requests and cancellations, you can set other options to control the automatic behavior of the resource.
| Setting | Explanation |
|---|---|
| Automatically process meeting requests and cancellations | Click this check box to enable the rest of the options in the Resource Scheduling Options section. The settings in this section determine how the resource can be scheduled and how conflicts are handled. |
| Turn off Reminders | If checked, the mailbox for the resource will not receive reminder notices for meetings. |
| Maximum number of days | Set the maximum number of days that the resource can be booked in advance |
| Always decline if end date is beyond this limit | If checked, meeting requests for the resource are declined if the end date for the meeting occurs after the "Maximum number of days" limit (see previous setting). |
| Limit event duration | If checked, the meeting cannot exceed the number of minutes specified in the "Maximum allowed minutes" box (see the following setting). |
| Maximum allowed minutes | The number in this box specifies the maximum length of time (in minutes) that the resource can be booked for a meeting. |
| Allow scheduling only during working hours | If checked, the resource allows meetings only during the hours defined in the "Calendar Work Week" section of the Calendar Options for this mailbox. |
| Allow conflicts | If checked, the resource can be scheduled by more than one person during the same time period. |
| Allow repeating meetings | If checked, the resource can be scheduled for recurring meetings. |
| Allow up to this number of individual conflicts | The number in this box is the maximum number of schedule conflicts allowed for a meeting with this resource. If the specified number of attendees or fewer have conflicts with the proposed meeting time, the meeting will be accepted by the resource. If more attendees than the number specified have conflicts with the proposed meeting time, the resource will decline the meeting. A conflict occurs when the proposed meeting time is already marked as Busy or Tentative on an attendee's schedule. |
| Allow up to this percentage of individual conflicts | The number in this box is the maximum percentage of schedule conflicts allowed for a meeting with this resource. If the specified percentage of attendees or fewer have conflicts with the proposed meeting time, the meeting will be accepted by the resource. If more attendees than the percentage specified have conflicts with the proposed meeting time, the resource will decline the meeting. A conflict occurs when the proposed meeting time is already marked as Busy or Tentative on an attendee's schedule. |
Resource scheduling permissions
With resource scheduling permissions, you control which users can schedule the resource automatically if it is available; which users must submit a request for approval to schedule the resource if it is available; and which users can automatically schedule the resource when it is available, or can submit a request for approval when it is unavailable. The possible settings are as follows:
| Setting | Explanation |
|---|---|
| These people can schedule automatically if the resource is available | To specify that all users can automatically schedule the resource if it is available, click Everyone; at TTU, this would mean all TechMail users. To specify individual users or groups of people who can automatically schedule the resource if it is available, click Specific people and Groups and then enter those names in the box. For individuals, enter their username. |
| These users can submit a request for manual approval if the resource is available | When a request is submitted for approval, the request must be accepted by the resource administrator/owner or a delegate of the resource instead of being automatically accepted. To specify that all users must submit a request for manual approval to schedule the resource if it is available, click Everyone; at TTU, this would all TechMail users. To specify individual users or groups of people who must submit a request for manual approval to schedule this resource if it is available, click Specific people and Groups, and then enter their names or aliases in the box. |
| These people or groups can schedule automatically if the resource is available and can submit a request for owner approval if the resource is unavailable | To specify that all users can automatically schedule the resource if it is available, or submit a manual request to schedule the resource if it is unavailable, click Everyone; at TTU, this would mean all TechMail users. To specify individual users or groups of people who can automatically schedule the resource if it is available, or submit a request for manual approval to schedule the resource if it is unavailable, click Specific people and Groups, and then enter those names in the box. |
| Always forward to delegates | If checked, meeting requests which require approval are forwarded to delegates of the resource. |
| Always tentatively accept these requests | If checked, meeting requests which require approval are always marked as Tentative. |
Different levels of permission
With resource scheduling permissions, you control which users can schedule the resource automatically if it is available; which users must submit a request for approval to schedule the resource if it is available; and which users can automatically schedule the resource when it is available, or can submit a request for approval when it is unavailable. The possible settings are as follows:
| Setting | Explanation |
|---|---|
| FMG member | Members of the functional mail group (FMG) for the functional mailbox (FMB) will be able to add the FMB to Outlook and/or access the FMB in Outlook on the web and use it like any other functional mailbox. They will have permission to manage the calendar. |
| FMG owner | Has the ability to add and remove members from the functional mail group (FMG). |
| Delegate list member | Has the ability to approve meetings, decline meetings, or resolved scheduling conflicts if the resource mailbox is taking advantage of these approval type features. |
| Delegate list owner | Has the ability to add and remove members from the delegates distribution list. |
| Regular user | Depending on the permissions configured in the calendar, regular users not part of the levels above may be able to invite the resource mailbox to meetings they scheduled in Outlook. This is how they reserve the resource. |
Resource privacy options
You can use the resource privacy settings to control what information is included in meeting requests and cancellations which are sent to the resource. These options affect only the items in the resource calendar. They include the following:
| Setting | Explanation |
|---|---|
| Always add organizer name to meeting subject | If checked, the meeting organizer's name is included in the meeting subject. |
| Always remove the private flag on an accepted meeting | If checked, private meeting requests which are accepted by the resource will be marked as public so that the resource schedule can be viewed by other people. |
| Include detailed information about conflicting meetings in response | If checked, when the resource declines a meeting request because of a conflict with an existing meeting, information about the existing meeting is sent in the declined meeting response. |
| Include organizer's name in conflict information | If checked, when the resource declines a meeting request because of a conflict with an existing meeting, the name of the organizer of the existing meeting is sent with the meeting details in the declined meeting response. This check box is available only if "Include detailed information about conflicting meetings in response" is checked. |
| Always delete the following when sent to this resource | Click to check all items which you want to be automatically deleted when they are sent to the resource mailbox. This includes the following:
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Response message
You can send additional text with automated responses to scheduling requests for resources. To add text to automated responses, select the option labeled "Add additional text that will be included in responses to meeting requests". Then, type and format your message in the box.