Requesting and Managing Resources

Resource calendars

The primary traits of resource calendars are that they are created similarly to user accounts by the Exchange administrative team, they can be invited to meetings, and they have special attributes that allow them to auto-accept meetings for objects such as rooms, projectors, and various other items that would be considered "attendees" of meetings. They are listed in the Global Address List the same way user objects are displayed.

Resources are managed and controlled by the individuals that are members of a department's Resource Manager group. Typically resources are set up to handle meeting requests on a first-come, first-serve basis. Exchange resources are flexible enough, however, that they can be configured in a multitude of ways and restricted according to the needs of the department.

Requesting a Resource Account

To request a resource account, please fill out and submit the online request form. Note that when you request a resource account you must specify whether the type of this resource is a location type or an equipment type.

The naming convention for the Location Resource Accounts is:
Department Code:(Room Name if applicable):Building:Room Number, if applicable

The naming convention for the Equipment Resource Accounts is:
Department code:(Equipment Name)

Managing Resource (room, projector, etc) Calendars

1. Open Outlook Web Access Premium from exchange.uark.edu using Internet Explorer.
2. Click the dropdown button next to your name in the top right corner to display the "Open other mailbox" option.
3. Start typing the display name of the resource.
   Note: resource names always begin with the 4-letter code of the department that owns them. If you do not know the whole name just type the department code and press Enter to view a list of matching calendars.
4. After opening the resource, click the Options button
5. Select the Resource Settings option from the left menu.
6. Change settings appropriate for your resources. Click the Save button at the top to confirm changes.

In order to be able to write events directly to a Resource Calendar, the user must be a member of the Resource Coordinators group for the department. The only other option for changing the permissions of the resource to allow direct editing requires using a specialized procedure that is not recommended at this time.

Alternate methods of granting access to resources

Full control + ability to accept and decline meetings on it's behalf

Members of the "resource manager's group" for the department can add new members to the management group by opening the Global Address List from the Outlook 2007 Address Book and double-clicking on the group.

Read-only access

Anyone in the "resource manager's group" for that particular department can go to the permissions for the calendar and grant "reviewer" access to it the same as a regular calendar.

Read/Write access

It is possible to grant someone full read/write access to a calendar, versus just granting them permission to schedule the resource without requiring approval by the resource managers. However, you will need to be logged into your workstation using your uark.edu Active Directory ID and you will need to create an Outlook (not system) profile to login as the resource itself.

Instructions for Windows:

1. Open the Global Address List from the Outlook Address Book, find the resource in the list, right-click and select properties.
2. Go to the Email Addresses tab and note the smtp information for the account, including the @exchange.uark.edu
   Note: this is one of those rare times you will need to use the @exchange.uark.edu nomenclature, since the resource ID does not have a corresponding uark.edu address.
   For example: the smtp info for UITS:Room - ADSB 208 is UITS_ADSB208@exchange.uark.edu
3. Open the mail icon in Control Panel
4. Click on Show Profiles
5. Select prompt for a profile to be used
6. Click Add
7. Name the profile similar to the resource
8. This is the point where extra attention neds to be paid:
   The system will automatically fill in your email address. Instead, fill in the email address of the resource, including the @exchange.uark.edu.
9. In the password field, fill in the password for your account, even though you are logging in as the resource itself.
10. Continue as normal to complete the account setup.
11. When you open Outlook, you will now be able to login as the resource and grant sharing permissions as you would with any regular calendar.
12. Note: Do not change the Delegates permissions on the resource account. This can have unintended consequences.