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Microsoft KB Archive/166899

From BetaArchive Wiki

Article ID: 166899

Article Last Modified on 1/19/2007


  • Microsoft Outlook 97 Standard Edition

This article was previously published under Q166899


Microsoft Outlook 97 can automatically schedule the use of resources (conference rooms, vehicles, or AV equipment) through a computer acting as delegate for the resource. This provides automatic sending of confirmations and allows booking via e-mail as opposed to requiring a direct network connection. Multiple conference rooms can share the same delegate. However, you may want to directly book a resource without assigning a delegate.

Within the limitations below, you can open the calendar of a resource account and directly post a meeting without using a delegate account:

  • You must use Microsoft Exchange Server as your mail service.
  • The resource calendar must be stored in the Exchange Server mailbox.
  • The resource calendar must have access permissions assigned.


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. Right-click the Calendar folder, and click Properties.
  4. On the Permissions tab, give the Default user "Author" permissions and click OK.
  5. Exit Outlook.

To Direct-book an Appointment to the Resource

  1. Open Outlook with a user profile.
  2. On the File menu, point to "Open Special Folder" and click Exchange Server Folder.
  3. Type the e-mail name of the resource account, and on the Folder list, click Calendar and then click OK.
  4. Enter an appointment on the resource calendar.
  5. Close the resource calendar.


For related information, please see the following articles in the Microsoft Knowledge Base:

159694 OL97: Adding a Shortcut Icon to Access Another User's Calendar

169872 OL97: How to Create a Resource Account in Outlook

160302 OL97: How to Open Someone Else's Calendar or Other Folder

For more information about Outlook's automatic meeting scheduling features, type "Schedule a Meeting" in the Office Assistant, click Search, and then click to view "Schedule an appointment, meeting, or event."

Additional query words: OL97

Keywords: kbhowto kbusage KB166899