How to Use Resource Mailboxes

Projectors can be requested by using resource mailboxes.

Preparing for a conference or a quick meeting requires more than the right guest list. Reserving a room and gathering the right equipment complete the planning process. Through the supporting structure of Microsoft Exchange and Outlook, Microsoft's Outlook Web App 2010 includes a resource mailbox tool that makes a meeting simple to assemble. Once resources are listed by a qualifying administrator, the resources are available for selection by an employee with a valid Microsoft Exchange account.

Things You'll Need

• Outlook Web App 2010 (OWA)
• Microsoft Exchange account

Instructions

1. Open the Microsoft Outlook Web App. Select the "Meeting Request" option under the menu titled "New." A new window will open with several tab options.

2. Click on the "Scheduling Assistant" tab from the tabbed options.

3. Type in the start date and time and the end date and time for the meeting in the available text boxes. Then choose the desired people and resources (laptops, screens, podiums) from the "Select Attendees" column. Resources like laptops, slide projectors and projection screens may be linked to a room number or be listed as separate items--the choice is dependent upon how a particular technology or audio-visual department chooses to manage these types of resources.

4. Scroll down the "Select Attendees" column and locate the "Select Rooms" heading and choose the room by clicking on its name. By choosing the people, equipment and room desired for the meeting, the availability of each appear as colored bars across the calendar viewable on the right-hand side of the screen. This reveals conflicts in scheduling and allows the user the opportunity to adjust requests.

5. Save the schedule by clicking on the "Save" icon found on the OAW menu bar. Click "Send" on the menu bar at the top of the screen to claim the resources and notify attendees.

6. View your email box for notification of accepted requests. If users make resource requests simultaneously, a conflict notice will be sent via email. The email allows the recipient to view the conflicting appointments and make changes to resolve the conflict.

References

• Michigan State University: ANR Technology Services; Microsoft Outlook Web App (OWA) 2010; "How to Use Resource Mailboxes"
• Microsoft: About Scheduling Resources