Scheduling Resources

You can use Microsoft Schedule+ to automatically schedule resources used in meetings, such as conference rooms and audio visual equipment. First set up a mailbox account for the resource, called a resource account, and then configure the resource account to accept meeting requests automatically. Users can then check the availability of resources through Schedule+ and automatically book resources by adding them to the Resource box in the Select Attendees dialog box.

    To set up a resource account to book meeting requests automatically

  1. Create an account and profile for the resource.
  2. Log on to Microsoft Schedule+ version 7.0 as the resource account you have created.
  3. In the Welcome to Schedule+ 7.0 dialog box, select I Do Not Want a Schedule File on this Machine.
  4. From the Tools menu, choose Options, and then select the General tab. Select the following options:
    • This Account is for a Resource
    • Automatically Accept Meeting Requests
    • Automatically Remove Canceled Meetings
  5. From the Tools menu, choose Options.
  6. Select Synchronize and clear the Work Primarily from Local File box.
  7. From the Tools menu, choose Set Access Permissions.
  8. Select the Users tab, and then set the following options:
    • Set the User Role in the Permissions Details for Default box to Create or higher.
    • Choose Add, and then select all users that should have access to the resource. Choose OK.
  9. Log off Schedule+.

    To invite the resource to attend a meeting

  1. Log on to Schedule+ as a user (not a resource account).
  2. From the Insert menu, choose Appointments to display the New Appointment dialog box.
  3. Select the General tab, and then type a description of the appointment.
  4. Select the Attendees tab, and then select required and optional attendees (other than the resource).
  5. Select the resource by typing the resource account name in the Resources box.

Note   Automatically booking resources is enabled only when the resource account is entered in the Resource box of the Meeting Attendees dialog box. It is disabled if the resource is placed in the Required or Optional boxes.