Scheduling Company Resources in Microsoft Outlook

There are two options for scheduling shared company resources, such as conference rooms, vehicles or A/V equipment, in Outlook.

Option 1 - Add each resource as a separate hosted Exchange mailbox.

1. Create a profile for each resource.
2. Login to Outlook as a specific resource.
3. Set the Resource Scheduling options in Tools -> Options -> Calendar Options.
4. Click Add; select "All" and click Add; click Ok.
5. Set the Permission level to "Author" on the Calendar folder to the "All" users.

To schedule the resource:

1. Open a meeting request.
2. Click Add Attendees.
3. Select the resource.
4. Click the Resources button.

NOTE: If the resource is added in the Required or Optional field of the meeting request the resource will not be booked.

Option 2 - Schedule the resource directly in the Public Folders.

Users who want to schedule the resource make appointments directly in the Public Folder - not through their calendar.

Set permissions on that folder to give the "Author" role to the "All" distribution list.

If you use this option the folder resource's availability is not shown in the Meeting Planner and you cannot invite the folder resource to a meeting. You must book it directly by making an entry in its folder.