Public Folders\calendars. Viewing meeting rooms schedules alongside human attendees. Advice/Solutions.

Posted on 2005-05-11
Last Modified: 2012-05-05
Each of our conference rooms has a public calendar for scheduling. I've been asked to research how to have users see the "schedule for all entities and reserve the conference rooms all in one process". From what I understand this is already being accomplished. Users check the calendar, if it's busy check the calendar for another room. Right? Reading their requests is making my head explode. Help. I will be discussing this further with my boss, but I'd like to know what any experts make of it. advice/solutions.

Quote from initial email.
"We desperately need you to figure out how to make the conference rooms be like people in Outlook.  It is really difficult to schedule busy people from two cities using two conference rooms which are in high demand.  We need to be able to see the schedule for all entities and reserve the conference rooms all in one process.

Have you had any luck with making the conference rooms people so we can invite them to meetings (and see the conference room schedules alongside with human invitees schedules)?"

Quote from initial email then forwarded to me to research.
"John Doe wants to make the conference room look like attendees in Outlook so they can be scheduled easier."
Question by:craylord
    LVL 76

    Accepted Solution

    Hi craylord,

    You have to set up mailboxes on the Exchange server for each resource you want to be able to schedule in this fashion.  Here's an exact quote from Microsoft Outlook 2003 help:

    About scheduling resources  
    This feature requires you to be using a Microsoft Exchange Server e-mail account.

    In addition to inviting people to attend meetings, you can also schedule resources, such as the conference room where you plan to hold the meeting, or the slide projector you plan to use for a presentation.

    In order to schedule a resource, the resource must have its own mailbox on your server. An individual in the organization sets up the mailbox and gives permission to others to schedule the resource. Aside from that, the resource is self-sufficient, accepting and rejecting invitations automatically. When you want to schedule the resource, you can invite it to a meeting. The invitation is accepted if the resource is free, and the meeting is automatically entered in the resource’s calendar.

    The administrator for the resource can restrict the ability to schedule the resource. For example, if only managers are allowed to schedule certain conference rooms, the administrator can set permissions so that requests from managers are accepted and requests from non-managers are declined.

    LVL 16

    Author Comment

    Thanks, I will try that out tomorrow!

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