Microsoft KB Archive/196534

= OL2000: (CW) Direct Booking of Resource Without a Delegate Account =

PSS ID Number: 196534

Article Last Modified on 9/29/2003

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The information in this article applies to:


 * Microsoft Outlook 2000

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This article was previously published under Q196534



NOTE: These procedures only apply if you have installed Outlook with the Corporate Workgroup/Other option. This option allows you to use Messaging Application Programming Interface (MAPI) services. To determine your installation type, on the Help Menu click About Microsoft Outlook. In About Microsoft Outlook you should see "Corporate" if you have the Corporate Workgroup installation.



SUMMARY
Microsoft Outlook can automatically schedule the use of resources (such as conference rooms, vehicles, or AV equipment). This provides automatic sending of confirmations and allows booking via e-mail as opposed to requiring a direct network connection.



To Define a Resource Account

 * 1) Create a new e-mail account for the resource using the Microsoft Exchange Server Administrator account.
 * 2) Start Outlook using the new resource account to create the default folders in the mailbox on the server.
 * 3) On the Tools menu, click Options.
 * 4) Click Calendar Options and then click Resource Scheduling.
 * 5) Click to select all three Meeting Request options and then click Set Permissions.
 * 6) Click Add to add the users who will be allowed to use the resource.
 * 7) Assign at least Author permissions for each user.
 * 8) OK out of all dialog boxes and quit Outlook.

To Direct-book an Appointment to the Resource
You can book the resource at the same time you create the meeting. The free/busy information of the resource account is viewable in the "Plan a Meeting" form.

To invite attendees and resources to a meeting, follow these steps:


 * 1) Click Calendar.
 * 2) On the Actions menu, click Plan A Meeting.
 * 3) In the Plan A Meeting dialog box, click Invite Others.
 * 4) In the "Type name or Select from List" box, type the name of the person or resource you want at the meeting.
 * 5) For each name entered, click Required, Optional, or Resources. (The required and optional attendees appear in the To box on the Appointment tab, and resources appear in the Location box.)
 * 6) Click OK, and then use the scroll bars to view the free/busy time for invitees.
 * 7) Click a time when all invitees are available. You can use AutoPick to find the next available free time for all invitees.
 * 8) Click Make Meeting.

