Exchange 2010: Resource and Equipment Mailboxes

Resource mailboxes are used to schedule and track events held in a single location or to allocate equipment such as portable projectors and loaner laptops to personnel. Regular email items are not kept in this type of mailbox.

A resource mailbox has no single "owner," but it can have delegates with various levels of control over the resource. These delegates manage meeting requests.

You can choose what types of meeting requests require a delegate’s approval, and you can even set the mailbox to require different levels of approvals for different user groups. For example, a department chair can schedule a meeting at any time without approval, while an instructor’s request will first be routed to a delegate for approval.


Scheduling a meeting room in Outlook

In the following example, an organizer would schedule a meeting room following these steps:

  1. Create a new meeting request from the Outlook Calendar.
  2. Add the meeting participants to the To field.
  3. Select the room:
    1. Click the Rooms button at the end of the location drop-down list (circled in red in the following graphic). This action will open a new window that shows all meeting rooms within Exchange as shown in the following graphic. Choose the meeting room from the list.

    Exchange resource mailbox screen

  4. Click OK. The meeting room is added to the list of participants in the To field. (The meeting mailbox is receiving the meeting request.)
  5. Click the Scheduling Assistant button on the ribbon to see the schedule assistant view to verify that the meeting room is available at the proposed time (circled in red in the following graphic).

    Exchange resource mailbox window

  6. Choose recurrence options and other meeting options as required.
  7. Click Send.

At this point, all meeting participants will see the meeting request. If the Room Resource Mailbox’s delegate(s) receive the request, the delegate must accept or reject it on behalf of the room. Until the delegate has accepted, the meeting is considered tentative. Accepting the meeting in this way prevents double booking.


Scheduling a meeting room in Outlook Web Access (OWA)

In the following example, an organizer would schedule a meeting room following these steps:

  1. Create a new Meeting Request from Outlook or OWA calendar.
  2. Add the meeting participants to the To field.
  3. Type the name of the meeting room in the Resources field. The Location will auto-populate.
  4. Click the Scheduling Assistant tab to see the schedule assistant view to verify that the meeting room is available at the proposed time.
  5. Choose recurrence options and other meeting options as necessary.
  6. Click Send.

At this point, all meeting participants will see the meeting request. If the Room Resource Mailbox's delegate(s) receive the request, the delegate must accept or reject it on behalf of the room. Until the delegate has accepted, the meeting is considered tentative. Accepting the meeting in this way prevents double booking.


Requesting resource mailboxes

To request a resource mailbox, send email to consult@udel.edu. When you request a resource mailbox, you must specify the following:


Configuring resource mailboxes

(Can only be done in Outlook Web Access in the UD/Win Exchange environment.)

  1. After your resource mailbox has been created, you must configure it.
  2. Your resource mailbox can be accessed in one of two ways:
    1. From within Outlook Web Access (http://owa.win.udel.edu)
      1. Click the arrow next to your name in the upper-right corner of the page. You will see the Open Other Mailbox window.
      2. Type the alias of your mailbox in the text field and click Open.
    2. Alternatively, you can go directly to the resource mailbox by entering (and bookmarking) http://owa.win.udel.edu/owa/{resourcemailbox}@udel.edu
    3. For example, if the resource mailbox is Smith-999, the URL would be http://owa.win.udel.edu/owa/Smith-999@udel.edu
  3. After the room resource mailbox opens, click the Options button found toward the upper-right of the screen.
  4. Click Settings from the menu on the left, and then click on the Resource icon in the ribbon.

Resource scheduling options

All resource scheduling options are dependent upon the first check box, Automatically process meeting requests and cancellations. If you do not check this box, none of the settings below it will take effect.


Resource scheduling permissions

These settings let you control which users can schedule a resource in various situations.


Resource privacy options

Resource privacy options control what information is included in requests and cancellations sent to the resource mailbox. These options affect only the items in the resource calendar, not in the calendars of other attendees.

    • Email messages
    • Attachments from meeting requests
    • Comments from meeting requests
    • Subject of meeting requests

Response message

You can include a message along with automated responses sent from a resource mailbox. Place a check in the box labeled Add additional text that will be included in responses to meeting requests, then type and format your message in the blank field.