Lesson 2.1: Advanced Calendar Options
Using the Time Zone Feature
Outlook has a new feature that allows you to specify the time zone that the appointment takes place in. Let’s say you have a conference call at 11 am Mountain Time. Rather than try to translate that into your time, click the Time Zone button on the Appointment ribbon.
Creating Recurring Appointments
If you have an appointment that reoccurs on a regular basis, you can tell Outlook to keep re-creating the appointment, rather than entering each item separately. To do this, click the Recurrence button on the Appointment ribbon.
You will then see a dialogue allowing you to specify when the appointment will happen, when it recurs, and when the appointment will end.
Once you click OK, the changes will be applied to the appointment.
Once you save the appointment and close it, you will see a small recurrence icon in the calendar appointment.
Note that if you try to edit the appointment, you will be prompted if you want to edit just that appointment or the whole series.
Now you will see a menu allowing you to choose the time zone for the start and end of the appointment.
Here, we have an appointment that begins at 11 am Mountain Time and ends at 11:30 am Mountain time. Here’s what the appointment looks like in our calendar:
Outlook has automatically translated the Mountain Time to our time zone.
Lesson 2.2: Working With Resources
A resource is a facility (such as a conference room) or a piece of equipment (such as a projector) that can be scheduled for use at a meeting. These instructions should be followed when scheduling a meeting which involves resources.
Viewing Resources
If permissions permit you can open a shared resource calendar just as you would a shared individual calendar.
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Under file choose Open > Other User’s Folder
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When the Open Other User’s Folder dialog box appears choose Name…
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This will open the GAL or Global Address List, from the GAL you will need to select All Rooms.
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From the All Rooms window click to select the room you wish to view, click OK. 
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The Resource will now appear under your list of Calendars.
Note: unless you are a delegate on the resource calendar you will only be able to view events and meeting on the resource calendar.
Scheduling a Resource (Non-Delegate)
To schedule or add a resource to your meeting you can use the New command on the Standard toolbar, then choose Meeting Request Or, you can click the File menu, choose New, and choose Meeting Request.
The New Meeting window opens, click the Rooms button. 
The Select Rooms window opens.
From the Select Room window double click the Resource you would like to add, it should appear in the Rooms field below, once this happens click OK.
You’ve just added a resource to your meeting.
If you want to see the availability of the resource select the Scheduling Assistant.
Lesson 2.3 Managing a Resource
Resource Calendar Policy
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Fully Automatic Resources – Anyone can schedule the resource, no processing is required
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Delegates Resources – Only delegates can schedule the resource, delegates will receive email on behalf of the resource calendar when the resource is requested and must accept or decline requests to schedule the resource.
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Private Resources – Only the individuals in the delegate group can view and schedule the resource. All other requests will be automatically declined.
Scheduling a Resource (Delegate)
If you are a delegate on a resource calendar you can schedule the resource just as you would your own calendar. It is recommended that you follow the following steps.
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Check the box next to the resource calendar you wish to schedule, uncheck all other calenderers including your own individual calendar.
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Now you can add a new appointment; there are several ways you can create a new appointment. Like a mail message, you can use the New command on the Standard toolbar.
Or, you can click the File menu, choose New, and choose Appointment.
You can also double-click a location in the calendar to place an appointment there.
With any of these actions, you will see the New Appointment window.
Managing a Resource Calendar in OWA
If you need to change or edit the settings of your resource you will be required do so using OWA (Outlook Any Where.)
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First log into OWA; OWA is available at: http://exchange.ewu.edu
when logging into OWA you will be presented with the login box as shown below. You can log in using your Exchange email login account (e.g. jsmith) and your password.
OWA Password
Your OWA password is the same as your Exchange password. If you do not remember this password or you need to reset this password you can contact the Help Desk at 369-2247.
Opening your Resource Calendar
Once you are lodged into OWA, click the arrow down icon in the upper right had corner next to your name. The following dialog box will appear.
Enter the name of your resource, if you unsure of the exact name try typing the word “Room” to see a list of all room resource in Exchange.
Select the room you wish to open (Note: If you are not a delegate you will NOT be allowed to open the mailbox.) Click Open
The room resource will open in a new window, click on Options .
In the navigation pane choose Resource Settings.
You are now ready to edit or change your resource settings.
Resource Settings
The options that are available on this page are used when you access the mailbox of a resource. The Resource Settings option page is only displayed when you are logged on to a resource mailbox. You will only have permissions to access a resource mailbox if you manage resource/s.
Resource Scheduling Options
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You can set a resource mailbox to automatically process all incoming meeting requests and cancellations. If you select the check box to automatically process meeting requests and cancellations, there are several options that you can use to control the automatic behavior of the resource mailbox:
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Automatically process meeting requests and cancellations - Click this check box to enable the rest of the options in the Resource Scheduling Options section. The settings in this section determine how the resource can be scheduled and how conflicts are handled.
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Disable Reminders - If you select this check box, the mailbox for the resource will not receive reminder notices for meetings.
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Maximum number of days - Use this box to set the maximum number of days that a resource can be booked in advance.
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Always decline if end date is beyond this limit - If this check box is selected, meeting requests for this resource are declined if the end date for the meeting occurs after the Maximum number of days limit.
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Limit meeting duration - If this check box is selected, the meeting cannot exceed the number of minutes specified in the Maximum allowed minutes box.
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Maximum allowed minutes - The number that is specified in this box is the maximum length of time that the resource can be booked for a meeting.
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Allow scheduling only during working hours - If this check box is selected, the resource only allows meetings during the hours defined in the Calendar Work Week section of the Calendar Tab for this mailbox.
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Allow conflicts - If this check box is selected, the resource can be scheduled by more than one person during the same time period.
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Allow recurring meeting - If this check box is selected, people can schedule the resource for recurring meetings.
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Allow up to this number of individual conflicts - The number in this box is the maximum number of schedule conflicts that are allowed for a meeting with this resource. If this many attendees or fewer have conflicts with the proposed meeting time, the meeting will be accepted by the resource. However, if more attendees than the number that is specified in the Allow up to this number of individual conflicts box have conflicts with the proposed meeting time, the resource will decline the meeting. A conflict occurs when the proposed meeting time is already marked as Busy or Tentative on an attendee's schedule.
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Allow up to this percentage of individual conflicts - The number in this box is the maximum percentage of schedule conflicts that are allowed for a meeting with this resource. If this percentage of attendees or fewer have conflicts with the proposed meeting time, the meeting will be accepted by the resource. However, if more attendees than the percentage specified in the Allow up to this percentage of individual conflicts box have conflicts with the proposed meeting time, the resource will decline the meeting. A conflict occurs when the proposed meeting time is already marked as Busy or Tentative on an attendee's schedule.
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Resource Scheduling Permissions
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Resource Scheduling Permissions let you control which users can automatically schedule the resource mailbox if it is available, which users must have approval to schedule the resource mailbox if it is available, and which users can automatically schedule the resource mailbox when it is available and can submit a request for approval when it is unavailable. The possible settings are as follows:
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These users can schedule automatically if the resource is available - Select the users who can automatically schedule the resource if it is available. To specify that all users can automatically schedule the resource if it is available, click Everyone. To specify individual users or groups of people who can automatically schedule the resource if it is available, click Select Users and Groups and then enter those names in the box.
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These users can submit a request for manual approval if the resource is available - Select the users who can submit a request for manual approval to schedule the resource if it is available. When a request is submitted for manual approval, the request must be accepted by the resource mailbox owner or a delegate of the resource mailbox instead of being automatically accepted. To specify that all users must submit a request for manual approval to schedule the resource if it is available, click Everyone. To specify individual users or groups of people who must submit a request for manual approval to schedule this resource if it is available, click Select Users and Groups, and then enter their names or aliases in the box.
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These users can schedule automatically if the resource is available and submit a request for manual approval if the resource is unavailable - Select the users who can automatically schedule the resource if it is available and submit a request for manual approval if the resource is unavailable. When a request is submitted for manual approval, the request must be accepted by the resource mailbox owner or a delegate of the resource mailbox instead of being automatically accepted. To specify that all users can automatically schedule the resource if it is available and submit a manual request to schedule the resource if it is unavailable, click Everyone. To specify individual users or groups of people who can automatically schedule the resource if it is available or submit a request for manual approval to schedule the resource if it is unavailable, click Select Users and Groups, and then enter those names in the box.
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Always forward to delegates - If this check box is selected, meeting requests that require approval are forwarded to users who are delegates of the resource.
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Always tentatively accept these requests - If this check box is selected, meeting requests that require approval always accept the meeting request tentatively.
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Resource Privacy Options
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You can use the Resource Privacy settings in Options to control what information is included in meeting requests and cancellations that are sent to the resource mailbox. These options affect only the items in the resource mailbox calendar. They include the following:
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Always add organizer name to meeting subject - If this check box is selected, the meeting organizer's name is included in the meeting subject.
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Always remove the private flag on an accepted meeting - If this check box is selected, private meeting requests that are accepted by the resource will be marked as public so that the resource schedule can be viewed by other people.
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Include detailed information about conflicting meetings in response - If this check box is selected, when the resource declines a meeting request because of a conflict with an existing meeting, information about the existing meeting is sent in the declined meeting response.
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Include organizer's name in conflict information - If this check box is selected, when the resource declines a meeting request because of a conflict with an existing meeting, the name of the organizer of the existing meeting is sent with the meeting details in the declined meeting response. This check box is available only if the Include detailed information about conflicting meetings in response check box is selected.
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Always delete the following when sent to this resource - Select the check boxes for all items that you want to be automatically deleted when they are sent to the resource mailbox. This list includes the following:
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E-mail messages
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Attachments from meeting requests
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Comments from meeting requests
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Subject of meeting requests
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Response Message
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You can send additional text with automated responses to scheduling requests for resources. To add text to automated responses, select Add additional text that will be included in responses to meeting requests, and then type and format your message in the box.
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When you have finished making changes to these options, click  Save. If you do not click Save, Outlook Web Access prompts you to save your changes, not save them, or cancel to stay on the Resource Settings page.
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