OL97: How to Create a Resource Account in Outlook

• Microsoft Outlook 97

SUMMARY

In Microsoft Outlook 97, you can schedule the use of resources such as conference rooms and AV equipment by defining an e-mail account for each resource. To reserve these resources you invite them to meetings and activities just like individuals. These resources can be set up to automatically accept or reject scheduling requests, or you can assign a delegate to handle these decisions. If you want to centralize booking of several resources you can assign a single delegate to multiple resource accounts.

This article describes how to set up a resource account and how to set up a delegate account to control one or more resources.

MORE INFORMATION

If you want to centralize booking of several resources, you can assign a single delegate to multiple resource accounts and then configure the delegate to respond to meeting requests automatically. All meeting requests sent to the resource accounts are forwarded to the delegate for processing. The advantage to this method is that only one computer is required to handle multiple resources. For example, you can set up a dedicated computer, with Outlook logged on to the delegate account, to handle the booking of several conference rooms at once.

Delegate Account Setup

You must create an e-mail account for the delegate. You can create a dedicated delegate account, or you can use an existing user account. For example, you may use a receptionist's e-mail account for booking all conference rooms in a building.

Configure the Delegate Account

To configure the delegate account, do the following:

1. Open the delegate account in Outlook.

2. On the Tools menu, click Options.

3. Click Advanced Scheduling on the Calendar tab.

4. Click to select the desired options under, "Processing of meeting requests."

5. Click OK and OK.

Resource Account Setup

To set up a resource in Outlook, first create an e-mail account for each resource just as you would for a workgroup member. Assign a descriptive name to the resource such as, "Room 101." If a delegate is assigned to a resource, you can configure the resource account so that meeting requests go directly to the delegate.

Configure the Resource Account

To configure the resource account, do the following:

1. Open the new resource account in Outlook.

2. On the Tools menu, click Options.

3. Click Advanced Scheduling on the Calendar tab.

4. Click to select the desired options under, "Processing of meeting requests."

5. Click OK to close the Advanced Scheduling dialog.

6. On the Delegates tab, click Add to add the name of the delegate account.

7. In the Delegate Permission box, click Editor in the Calendar list and click to select, "Delegate receives copies of meeting-related messages sent to me" and then click OK.

8. On the Delegates tab, click to select, "Send meeting requests and responses only to my delegate, not to me" and then click OK.

Automatic Booking of Resource Requests

To enable automatic booking of resource requests do the following:

1. Open the delegate account in Outlook.

2. On the Tools menu, click Options.

3. On the E-mail tab, click to select "Process requests and responses on arrival."

4. On the Calendar tab click Advanced Scheduling.

5. Under "Processing of meeting requests," select the options you want to use. Select all three options for complete automatic booking of all meeting requests orwarded to the delegate. The delegate account must remain logged on for automatic booking of resources.

REFERENCES

For information on direct booking of resources, please see the following article in the Microsoft Knowledge Base:

   ARTICLE-ID:  Q166899
   TITLE     :  OL97: Direct Booking of a Resource Without a Delegate

   http://www.microsoft.com/office/ork/

   http://www.microsoft.com/

Keywords          : GnlCal kbtool
Version           : WINDOWS:97
Platform          : WINDOWS
Issue type        : kbhowto