Work With Resource Accounts in Outlook 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.
This article applies to: Outlook for Windows, Resource Accounts
Schedule (Invite) a Resource
The default setting is that anyone using Exchange Calendar can schedule a resource. However, the owner 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 by adding them the same way you would add a person.
- Once you've added the resource to your invitation, review its free/busy time on the Scheduling tab, just like you would 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 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 tab to set up an event.
In order to view a 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.
How to Change the Settings for a Resource
Only the owner (or someone delegated by the owner) can adjust the settings for a resource.
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