Setting up Resource Calendars with Delegates in Outlook 2003

[LisaMB]

I am attempting to add delegates to the resource calendars. Essentially, each
of our meeting rooms has its own Outlook Calendar. I want anyone in the
organization to be able to create a meeting request selecting attendees
(either required or optional) and then selecting a meeting room as the
resource. When needed, I want a delegate who has been assigned to the meeting
room calendar to request a new meeting date or time. This request should go
back to the meeting organizer for review and approval. The meeting organizer
would the be able to notify all attendees. So far, everything works except
for the last part where the meeting organizer would approve and notify the
attendees. We get the error that the meeting organizer doesn't have rights to
modify the meeting room's calendar even though we have the permissions set as
follows: 1. All employees are set to Author on the resource calendar. 2. All
delegates are set to Edito on the resource calendar. I am a little stumped
considering the meeting organizer should be able to accept a change to the
date / time to a meeting he/she booked. Any help would be great! We do not
want to set everyone up as Editors because that provides them with the
ability to modify and delete all items - not just the ones they own.

 

[Nikki]

On a wild guess, it sounds like everyone is:

- Opening the meeting IN the resource calendar by looking
at the calendar and then double-clicking on the calendar
to create the meeting.

Instead your clients should be using the MAKE A MEETING.
In this scenerio, everyone has READ rights to the resource.
(NOONE has author or editor)
They open a meeting, invite the resource as a resource, invite
everyone else as attendees. Then, they send the meeting request
to the resource. The resource then accepts/denies the request.

Information on how to book a meeting and how to configure a
resource are in the following links:

How to Set Up a Conference Room as a "Resource" in Outlook 2000
http://www.microsoft.com/technet/prodtechnol/exchange/2000/maintain/cfsetup.mspx

How to Successfully Book a Resource
http://www.microsoft.com/technet/prodtechnol/exchange/55/maintain/cfbook.mspx

291616 How to direct book a resource in Outlook 2002 or in Outlook 2003
http://support.microsoft.com/default.aspx?scid=kb;EN-US;291616

and

Scheduling Resources for Microsoft Outlook:
http://www.slipstick.com/calendar/skedresource.asp

If I have misread your message, please write back and clarify what point
I have missed.

Nikki Peterson

 

[LisaMB]

Hi Nikki,

Thanks for replying to my original post. We are not trying to book the
meeting on the resource calendar. Here is a more detailed account of the
steps we are following:

1. Each of our meeting rooms has its own Outlook Calendar.
2. I want anyone in the organization to be able to create a meeting request
selecting attendees (either required or optional) and then selecting a
meeting room as the
resource from their personal Outlook Calendar.
3. When needed, I want a delegate who has been assigned to the meeting
room calendar to propose a new meeting date or time from the Meeting Room
(Resource) calendar.
4. This request should go back to the meeting organizer for review and
approval. The meeting organizer would the be able to notify all attendees.
5. So far, everything works except for the last part where the meeting
organizer would approve the proposed new date and time for the meeting from
the resource calendar. We get the error that the meeting organizer doesn't
have rights to modify the meeting room's calendar even though we have the
permissions set as follows:
a) All employees are set to Author on the resource calendar.
b) All delegates are set to Editor on the resource calendar.

I am a little stumped considering the meeting organizer should be able to
accept a proposed change to the date / time to a meeting he/she booked.

Lisa




--
IT Applications Specialist

On a wild guess, it sounds like everyone is:

- Opening the meeting IN the resource calendar by looking
at the calendar and then double-clicking on the calendar
to create the meeting.

Instead your clients should be using the MAKE A MEETING.
In this scenerio, everyone has READ rights to the resource.
(NOONE has author or editor)
They open a meeting, invite the resource as a resource, invite
everyone else as attendees. Then, they send the meeting request
to the resource. The resource then accepts/denies the request.

Information on how to book a meeting and how to configure a
resource are in the following links:

How to Set Up a Conference Room as a "Resource" in Outlook 2000
http://www.microsoft.com/technet/prodtechnol/exchange/2000/maintain/cfsetup.mspx

How to Successfully Book a Resource
http://www.microsoft.com/technet/prodtechnol/exchange/55/maintain/cfbook.mspx

291616 How to direct book a resource in Outlook 2002 or in Outlook 2003
http://support.microsoft.com/default.aspx?scid=kb;EN-US;291616

and

Scheduling Resources for Microsoft Outlook:
http://www.slipstick.com/calendar/skedresource.asp

If I have misread your message, please write back and clarify what point
I have missed.

Nikki Peterson

 

[Nikki]

Delegates are allowed to make meetings AS the delegator.
Your delegates are just placing meetings on the calendar.
The Calendar recognizes the delegate only as themselves.
How is the calendar to know that they want to be the delegator?

The only way to accomplish this is for them to INVITE the
resource from the delegators calendar and send it to it.

Nikki Peterson

Hi Nikki,

Thanks for replying to my original post. We are not trying to book the
meeting on the resource calendar. Here is a more detailed account of the
steps we are following:

1. Each of our meeting rooms has its own Outlook Calendar.
2. I want anyone in the organization to be able to create a meeting
request
selecting attendees (either required or optional) and then selecting a
meeting room as the
resource from their personal Outlook Calendar.
3. When needed, I want a delegate who has been assigned to the meeting
room calendar to propose a new meeting date or time from the Meeting Room
(Resource) calendar.
4. This request should go back to the meeting organizer for review and
approval. The meeting organizer would the be able to notify all attendees.
5. So far, everything works except for the last part where the meeting
organizer would approve the proposed new date and time for the meeting
from
the resource calendar. We get the error that the meeting organizer doesn't
have rights to modify the meeting room's calendar even though we have the
permissions set as follows:
a) All employees are set to Author on the resource
calendar.
b) All delegates are set to Editor on the resource
calendar.

I am a little stumped considering the meeting organizer should be able to
accept a proposed change to the date / time to a meeting he/she booked.

Lisa