Add a Resource Account in Outlook

You can use resource accounts to schedule and book equipment, rooms and services by inviting them to events through email in Microsoft Outlook. Resource accounts make reserving tools in the workplace an easy and organized process. If a specific resource is already booked for a specific time, the account can be set up to automatically accept or reject scheduling requests. Here are some steps on how to create a resource account within Microsoft Outlook.

Steps

Create an email account for the resource. Give your resource an email account and a descriptive name of the resource; such as "Television" or "North Conference Room."

Create a Resource Account in Microsoft Outlook 97

  1. From the "Tools" menu, click on "Options."
  2. Click on the "Email" tab.
    • Under "Settings for automatic processing of mail," select "Process requests and responses on arrival," then click "OK."
  3. Click on "Advanced Scheduling" on the "Calendar" tab.
    • Select your desired options in the section called "Processing of meeting requests."
    • Click "OK" the close the dialog box.
  4. Click on the "Delegates" tab. Click "Add" and type in the name of the delegate account.
    • In the "Delegate Permission" box, click "Editor in the Calendar list" and select "Delegate receives copies of meeting-related messages sent to me," then click "OK."
    • Click "Send meeting requests and responses only to my delegate, not to me" then click "OK."

Create a Resource Account in Microsoft Outlook 98 and 2010.

  1. Go to the "Tools" menu. Click on "Options."
  2. Click on "Calendar Options," then click on "Resource Scheduling."
    • Select your desired options in the section for "Processing of meeting requests," then click "OK."
    • Remove the check-mark next to "Default Reminder" at the beginning of the Calendar section.
  3. Go to the "Delegates" tab. Click "Add" and type in the name of the delegate account.
    • In the Delegate Permission box, click "Editor in the Calendar list" and select "Delegate receives copies of meeting-related messages sent to me," then click "OK."
    • Click to select, "Send meeting requests and responses only to my delegate, not to me" then click "OK."

Tips

  • After creating a resource, it may take a few minutes to update depending on the processing speed of your Microsoft Exchange server. To allow processing to occur, allow your local computer to sit idle for at least 30 seconds.
  • Before you can create a new resource in Outlook, you must already have an email account set up for the delegate. You can either use an existing email account or set up a dedicated account for the delegate.
  • You may configure resource accounts to respond to meeting requests automatically. This can be done on the "Calendar" tab under "Advanced Scheduling."
  • To simplify the handling of multiple resources, you can set up a dedicated computer that is logged into the delegate account in Microsoft Outlook. This way, you can easily manage bookings of several different resources at once.

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Sources and Citations

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