Resource Management in Outlook

A resource is a room or equipment that you schedule instead of a person. Resources are conference rooms, projectors, laptops, etc.

Once a resource has been created on the server, the resource owner can create a Profile to add resource delegates. Delegates are only needed if your resource is not set to "automatically accept and decline meeting requests."  Also, Microsoft recommends adding no more than two delegates.

Creating a Profile for your Resource to grant permissions or add a delegate

1. Exit Outlook before proceeding to step 2.
2. Choose Start│Control Panel.
3. Click on the Mail icon.
4. Click Show Profiles icon.
5. Click Add.
6. Enter the name of your resource (ex: RES-LC128A) in the "Profile Name" field.
7. Click OK.
8. Check Manually configure server settings or additional server types.
9. Click Next.
10. Select the Microsoft Exchange Server radio button.
11. Select Next.
    
12. Enter mailbox.iowa.uiowa.edu in the "Server" field.
13. Uncheck Use Cached Exchange Mode.
14. Enter your resource name (ex: RES-LC128A) in the "User Name" field and click theCheck Name button.
15. Click Next, then Finish.
16. Select Prompt for profile to be used.
17. Click OK.

Important: You will need to log off from AD (Start│Log off) and then log back in before you proceed to the next steps.

Adding a Resource Delegate

1. Launch Outlook.
2. Log in as the resource--select the profile you created above, and click OK.
3. If using Outlook 2013 or 2010, select File│Account Settings│Delegate Access. (Outlook 2007: Select Tools│Options│Delegates)
4. Click Add.
5. Click to select the person (or people) who will manage the resource. Use Crtl-Click to select multiple names.
6. Click Add in the "Add Users" field.
7. Click the OK button twice.
8. Schedule a temporary meeting the "activate" the resource. Otherwise, free-busy time will appear as 'no information available' until the first meeting is scheduled.

By Default:

• 2 months of free-busy time is viewable by everyone
• Anyone can invite a resource to a meeting
• The resource owner must manually accept/decline meeting requests

Adding Permissions To The Resource

While logged into the resource, choose the instructions for the appropriate client below to add permissions:

• Outlook 2013 instructions
• Outlook 2010 instructions
• Outlook 2011 (Mac) instructions

Removing a Resource Profile

Once you have configured the resource to manage it the way you want, you may choose to remove the resource profile.

1. Exit Outlook. 
2. Choose Start│Control Panel.
3. Double click the Mail icon.
4. Select Show Profiles.
5. Select your resource profile.
6. Click Remove.
7. Click Yes, then OK.

Important for Outlook 2003: When you schedule a resource, you must right-click the box in front of the resource and select Resource (Room or Equipment) from the pull-down menu.