Resource Accounts are created with these standard settings (which the owner can choose to change):
- Anyone can schedule the resource by inviting it to an event.
- Conflicts are not allowed; that is, if a resource is already scheduled for a particular time and a second person tries to schedule it, the second person will receive an automated email message that the resource could not be scheduled.
For Owners: How to Adjust the Settings for a Resource Account
NOTE: This procedure must be done using Outlook on the web. Microsoft has chosen not to make this functionality available through Outlook.
- Use your browser to go to the Outlook on the web login page: https://outlook.office.com.
- Log in with your own NetID@illinois.edu address and NetID password.
- At the right end of top navigation bar, click your photo (or the generic person icon), then select Open another mailbox.
- In the small dialog box that opens, type the name of the Resource Account. As you type, you will be shown matching entries.
- If multiple entries appear, select the correct one, then click Open. A new browser window or tab will open, showing the Inbox of the Resource Account.
- In the top navigation bar, click the gear icon.
- With Calendar selected in the left-most column, click Resource scheduling in the second column.
- NOTE: The "Resource scheduling" option will only appear if you are viewing the settings for a resource account. The URL of the resource account will be
https://outlook.office.com/mail/[resource account]@illinois.edu
- If you don't see "Resource Scheduling", and have verified that you're looking at the correct account, contact SCS Computing at scs-computing@illinois.edu.
Resource Scheduling Options
IMPORTANT: There is no Save button, so after making the desired changes, just click the X in the top-right corner of the Settings dialog box.
We recommend leaving the first box - Automatically process meeting requests and cancellations - checked. If you have a need for manual (that is, non-automatic) processing, this is better handled through the options in the next section.
The remaining options in this section are pretty self-explanatory.
We recommend leaving Allow Conflicts NOT checked; if checked, you risk having two groups show up to use the same room at the same time.
If you choose Allow scheduling only during working hours, you can set the working hours by clicking View in the second column of the Settings dialog box.
Resource Scheduling Permissions
Every resource account MUST have at least one person as a delegate! Delegates receive the scheduling requests and conflicts, so if you have no delegates, no one will ever see them. Granting Delegate access can be difficult, so contact the SCS Computing (scs-computing@illinois.edu) for assistance.
IMPORTANT: The term "Everyone", shown below, literally means EVERYONE, as in anyone in the entire world, without limits of any kind.
The three permission options are (and what they mean):
- These people can schedule automatically if the resource is available.
- If the resource is available AND the person is in an allowed group, the request is automatically accepted.
- If the resource is NOT available OR if the requester is not in an allowed group, the requester will receive an email denying the request.
- These users can submit a request for owner approval if the resource is available.
- If the resource is available AND the person is in an allowed group, the request will be sent to the resource's delegate(s) for approval or denial.
- If the resource is NOT available OR if the requester is not in an allowed group, the requester will receive an email denying the request.
- These people or groups can schedule automatically if the resource is available and can submit a request for owner approval if the resource is unavailable.
- If the person is in an allowed group AND
- The resource is available, then the request is automatically accepted.
- The resource is NOT available, the request will be sent to the resource's delegate(s)
- If the requester is not in an allowed group, they will receive an email denying the request.
If you've decided that most (or all) people should NOT be able to schedule the resource automatically, the best configuration to start with is this:
- "Schedule automatically" - Click on Specific people and groups and do not add any groups - with no groups specific, no one is allowed.
- "Request for owner approval" - Click on Everyone or choose specific Active Directory groups. NOTE: While the links below are
- "Automatically if available, request for approval if unavailable" - Click on Specific people and groups.
- This is a helpful setting to be able to offer priority scheduling to specific users
