Scheduling Resources/Rooms

[MPD352]

I know I'm not the only one that's asked this question, I just can't seem to
find the answer by searching - I get hits all around it, but not the specific
answer I'm looking for.

We have a brand new Exchange 2003 implementation. We have about 10
conference rooms. On our old calendaring program anytime someone wanted a
room they invited the room, and the request was sent to a specific person who
had to accept or decline the invitation for that room. We do not let the
room auto-accept.

I setup all our conference rooms as users/resources and shared their
calendars. I gave the person that controls the rooms full rights to each
room’s calendar. I then set the system to forward incoming mail to that
user. The problem is that when a request for a meeting comes into that
person’s E-Mail as a request, if she accepts the meeting, the meeting is put
into her personal calendar rather than the resource’s calendar.

Right now in order for it to work she has to log into the actual mailbox of
the resource regularly to check for and deal with requests, or take incoming
requests from her mail box and manually enter them into the resource room's
shared calendar – this is rather clunky.

TO summarize - I want room requests to go to a specific person who can with
a click of a mouse accept or decline a meeting and have the reflected on the
room's calendar, without this person having to manually log into every rooms
mailbox.

How have others gotten around this? Is there a way to configure around this?
If no, are there 3rd party utilities that I can look into?

Thanks

 

[Sue Mosher [MVP-Outlook]]

You need to set the person who is managing the room up as a delegate for the room's mailbox with all meeting requests going to them.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

 

[MPD352]

Sue:

I believe I did set them as a delegate - I gave them rights to the mailbox
and set it to forward incoming mail to the person controlling the mail box.
The problem is when she clicks accept on the forwarded email it puts the
appointment in her personal calendar instead of in the room's calendar.

perhaps I missed something in delegating?

Thanks

Kevin

 

[Sue Mosher [MVP-Outlook]]

These are the steps you need to follow:

1) Create a new profile that logs into the room mailbox directly.

2) Go to Tools | Options | Delegates and make the room manager the delegate, granting them the required permissions for the Calendar folder and selecting the option to send meeting requests only to the delegate.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers