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Adding conference room as a resource when booking a meeting request

Posted on 2004-09-10
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Last Modified: 2008-02-01
Hi,

We are using a Windows 2000 Exchange server environment with all of our users on Windows 2000 Professional with Office 2000.  When going into a users calendar to setup a meeting request, we would like to select attendees and resources.  We have a list of all the users in the company that we can select as attendees, however we do not have a list of conference rooms to select as resources.  How do we setup a list of conference rooms that can be selected as a resource for the meeting request.  Let me know if you need more information or if I am not making sense.  Thanks in Advance.
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Question by:jqualteri
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by:chumplet
ID: 12031904
You need to add user accounts / mailboxes in Active Directory for each "resource" that you intend to have scheduling for -- conference rooms, projectors, and so forth.  Once they've been created, you should be able to scroll through the global address list and explicitly choose those resources.

Also, you'll want to modify how those resources handle the incoming requests -- mostly to have them automatically accept any request that isn't overlapping another.  Those mailboxes aren't manned by actual people, typically, so they need to handle those requests on their own.

Here's a handy article/tutorial -
http://www.msexchange.org/tutorials/MF019.html

Best o' luck...

Chumplet
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Author Comment

by:jqualteri
ID: 12079929
Okay, so that worked like a charm.  I followed the steps in the article and created active directory accounts for the conference rooms so that they can be visible in the global address book and be selected as resources to meeting requests.  Now, I have run into another problem.  I need these conference rooms to be visible under Public Folders so that when someone schedules a meeting request and selects a conference room as a resource it will get posted under the correct conference room under public folders so that everyone may be able to view what time slots are taken up for every conference room.  How do I get these conference rooms to be visible under Public Folders and attached so that when someone selects a conference room as a resource it gets posted in the correct calendar?  If you need more information or if I am not making sense, please let me know.  I really appreciate it, thanks in advance!
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chumplet earned 500 total points
ID: 12080095
I may be proven wrong here, but I don't believe that you can have that resource calendar also show up as a Public Folder item -- it's one or the other.  You must either use it as a Public Folder calendar (which has some disadvantages... see the link below) or it must reside as a typical mailbox like any user in your Active Directory.  

You *can*, however, allow everyone to see if the Conf Room (or whatever) is available when they make their meeting.  Open the resource mailbox within Outlook (logging on as that user) and make sure that all employees have "reviewer" permissions for the calendar.  Then when someone makes a meeting request, they should see the Free/Busy information for that resource as well.  I hope that makes sense.

Here's some info on the Public Folder method disadvantages.  Scroll down to Public Folder (direct creation).
http://www.slipstick.com/calendar/skedresource.htm

:)

Chumplet
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