Work with Resource Accounts in Outlook 2013 for Windows
A Resource Account is an object in the Exchange Calendar that represents a room or a piece of equipment. This article describes ways to use it, view it, and share it.
Schedule (Invite) a Resource
The default setting is that anyone using Exchange Calendar can schedule a resource. However, the owner of the resource can change this so that, when someone includes the resource as an invitee to a meeting, the owner (or someone delegated by the owner) approves or denies the request.
- When creating a meeting proposal, "invite" the resource either by adding them the same way you would add a person, or by clicking in the Scheduling Assistant. (In this case, "rooms" really means "resources.")
- Once you've added the resource to your invitation, review its free/busy time, just like you can for the people you've invited.
Resource Accounts do not allow scheduling conflicts, that is, if the resource already has an event scheduled for a particular time, no one else can "invite" the resource to another event.
See the Calendar for a Resource Where You Have Access Rights
See our View Resource Accounts in Outlook 2013 for Windows article.
See the Calendar for a Resource that Has Been Shared With You
The default setting is that anyone can see a resource's free/busy status by using the Scheduling Assistant to set up an event.
In order to view the Resource Account's calendar directly, like you'd view your own calendar, the owner (or someone delegated by the owner) must give you access permissions. If the resource owner has granted you viewing or editing permissions, you can open the resource's calendar in the same way that you'd view a shared personal calendar.
Only the owner (or someone delegated by the owner) can adjust the settings for a resource.
It is important that you use the procedure linked below to share access to a Resource Account. If you use the steps for sharing a personal calendar, things will break.
- Share Access to a Resource Account
Configure how the resource can be scheduled, including
- Automatic scheduling vs. request to schedule
- Maximum meeting length
- Whether recurring meetings are allowed
- Various privacy settings