You
want to allow permission for another user to have control over the
resource mailbox. You can do this through the EMC (new in SP1) or the
Exchange Management Shell. To perform the task through the EMC, do the
following:
1. | Open the EMC.
|
2. | From the Navigation Tree, select the Recipient Configuration work center.
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3. | Select a resource mailbox in the result pane.
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4. | From the Actions pane, select the option Manage Full Access Permission.
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5. | To add a user and provide him with control, select the Add button.
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6. | Locate the user you wish to add, select the user, and click OK.
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7. | Click Manage.
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8. | When the task is complete, click Finish.
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You might perform the same task through the EMS by typing the following command:
Add-MailboxPermission -Identity <Resource-Mailbox> -User <user>
-AccessRights <Access Allowed> -InheritanceType <Inheritance’s Type>
For example, to allow Jane User to have full access over ConferenceRoom1, you type:
Add-MailboxPermission -Identity 'ConferenceRoom1' -User 'Jane User'
-AccessRights FullAccess -InheritanceType All
After
permissions are granted to the user, there are a few ways to manage the
resource. One way is to go through Outlook Web Access. Log on using the
account that has permission and then perform the following:
1. | From
within Outlook Web Access (OWA), select the drop-down arrow next to the
user name you are logged in as in the top-right corner.
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2. | The Open Other Mailbox displays. Type the name of the resource mailbox and click OK.
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3. | Now your user account mailbox is open in one browser window and the resource mailbox is open in another.
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4. | Select the Options button from the top-right toolbar.
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5. | Some
of the first things you might want to adjust are the Calendar Options.
You can determine which days of the week a certain resource is made
available to others.
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6. | Notice an option called Resource Settings, shown in Figure 1. This option exists only for resources, not for users. You have a variety of different settings you can configure.
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Resource Settings
Configuring
resource settings can be done from the Exchange Management Shell, but
it is much easier to do it from within the Outlook Web Access or
Outlook tools. Under the Resource Settings, three sections of settings
include the following:
Resource Scheduling Options
To
enable these settings, you have to first click the checkbox
Automatically Process Meeting Requests and Cancellations. These
settings determine how the resource mailbox can be used and scheduled
and how conflicts should be resolved, as shown in Table 1.
Table 1. Resource Scheduling Options
| Setting | Description |
|---|
| Disable Reminders | Selecting this box prevents the mailbox from receiving reminders for meetings. |
| Maximum Number of Days (default 180) | Number of days a resource can be booked in advance. |
| Always Decline If End Date Is Beyond This Limit | Selecting this box prevents meeting requests if the end date occurs after the maximum number of days limit. |
| Limit Meeting Duration Maximum Allowed Minutes: (default is 1440) | Places a tourniquet on the duration of a meeting or use of a resource in minutes. |
| Allow Scheduling Only During Working Hours | This
option works in harmony with the Calendar Work Week settings under
Calendar Options. If selected, people are not able to schedule time
with the resource beyond working hours. |
| Allow Conflicts | Allows the resource to be scheduled by more than one person at the same time. |
| Allow Recurring Meetings:
Allow Up to This Number of Individual Conflicts (default 0)
Allow Up to This Percentage of Individual Conflicts (default 0)
| Allows
a person to schedule a recurring meeting for those meetings that are
known to take more than one timeframe to complete the agenda. The
number of conflicts or percentage of conflicts allows the meeting to be
scheduled in spite of conflicts. The default is set to 0. |
Resource Scheduling Permissions
Logically,
the resource can be reserved or scheduled by anyone by default.
However, you might streamline that. You might have a specific room with
specialized equipment that only a handful of executives can schedule
the use of. In that case, permission settings need to be changed. Note
the following permission settings in Table 5.2.
Table 5.2. Permission Settings
| Setting | Description |
|---|
| These users can schedule automatically if the resource is available. | Default is Everyone. However, you can select Users and Groups instead that have permission to automatically schedule a resource. |
| These users can submit a request for manual approval if the resource is available. | The
default is Select Users and Groups, which must be configured. The
request for approval is sent to the mailbox itself or to a delegate of
the mailbox. If you change this to Everyone, everyone needs to submit a
request for approval. Less of an automatic way of handling the schedule
but certainly more hands-on for the person(s) in charge of resources. |
| These
users can schedule automatically if the resource is available and can
submit a request for manual approval if the resource is unavailable. | The
default is Select Users and Groups, which must be configured.
Therefore, if the resource is available, a person can reserve it. If it
isn’t, the person can request it anyway in the event something changes.
The request goes to the resource mailbox or to the person(s) in charge
of the resource. If you change this to Everyone, this is the case for
all users. |
| For requests requiring approval:
Always Forward to Delegates
Always Tentatively Accept These Requests | If
the Always Forward to Delegates checkbox is selected, which is the
default setting, requests that require approval are forwarded to users
who are delegates of the resource. If the Always Tentatively Accept
These Requests checkbox is selected, which it is by default, meeting
requests that require approval are accepted tentatively. |
Resource Privacy Options
These
settings help control what information is included in meeting requests
and cancellations. They are checkboxes that are somewhat
self-explanatory:
Always Add the Organizer Name to the Meeting Subject
Always Remove the Private Flag On an Accepted Message
When Declining Meeting Requests
Always Delete the Following When Sent to This Resource:
Email Messages
Attachments From Meeting Requests
Comments From Meeting Requests
Subject of Meeting Requests
Response Message
You
can select the Add Additional Text That Will Be Included in Responses
to Meeting Requests checkbox. Then, type the information into the box
and format it using the tools provided.
