Stop user from accessing resource calendar directly

[el]

Hi all,
We have resource mailboxes set up for all our resources. Users can use meeting request in Outlook to book those resources without any problem.

One of the designated user of a car resource (Director's car but people can use it during office hour) wants to
1. knows who have booked it on which days and at what times and
2. approve / deny the booking requests himself

As user can access resource calendars directly in Outlook, new appointment can be created bypassing the booking request system. The director will not receive any meeting request. What can I do to stop users doing that?

TIA
el

 

[el]

Sorry to mention - we use Exchange 2003, Outlook 2003/2007.
Hi all,
We have resource mailboxes set up for all our resources. Users can use meeting request in Outlook to book those resources without any problem.

One of the designated user of a car resource (Director's car but people can use it during office hour) wants to
1. knows who have booked it on which days and at what times and
2. approve / deny the booking requests himself

As user can access resource calendars directly in Outlook, new appointment can be created bypassing the booking request system. The director will not receive any meeting request. What can I do to stop users doing that?

TIA
el

 

[Diane Poremsky [MVP]]

I'd set up a rule on the mailbox to forward all requests to the Approver (so he knows what comes in as it arrives) and set the resource to not automatically accept requests.

--
Diane Poremsky [MVP - Outlook]



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mailto:[email protected]

EMO - a weekly newsletter about Outlook and Exchange:
mailto:[email protected]

You can access this newsgroup by visiting http://www.microsoft.com/office/community/en-us/default.mspx or point your newsreader to msnews.microsoft.com.

Hi all,
We have resource mailboxes set up for all our resources. Users can use meeting request in Outlook to book those resources without any problem.

One of the designated user of a car resource (Director's car but people can use it during office hour) wants to
1. knows who have booked it on which days and at what times and
2. approve / deny the booking requests himself

As user can access resource calendars directly in Outlook, new appointment can be created bypassing the booking request system. The director will not receive any meeting request. What can I do to stop users doing that?

TIA
el

 

[jamestechman]

Need to remove the permissions on the resource calendar so that your
users cannot do direct booking.

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



James Chong (MVP)
MCITP | EMA; MCSE | M+, S+,
Security+, Project+, ITIL
msexchangetips.blogspot.com

 

[el]

Hi Diane,
Thanks for the reply. In resource account, I have delegated the director using Tools > Options > Delegates in Outlook 2003 and enabled 'Send meeting requests and responses only to my delegates, not to me'. The permissions setting for the director are
1. Calendar: Editor; with enabled 'Delegates receives copies of meeting-related messages sent to me'
2. Inbox: Editor
3. Tasks, Contacts, Notes and Journal : None (unrelated but included here for completeness only)

Will the settings above do the job of forwarding all requests to the approver? (You were right. He wanted to be the approver of any meeting reqeust to this resource mailbox.)

As he wants to be the approver, the 3 settings in Tools > Preferences > Calendar Options... > Resource Scheduling... are all cleared. The permissions settings for the Calendar folder are:
1. Default - Reviewer (This was set to Author before. I made the change after I read jamestechman reply on this thread. (thanks James Chong))
2. Director - Editor
3. Anonymous - None

Have I done anything wrong? Please advice.



TIA
el






I'd set up a rule on the mailbox to forward all requests to the Approver (so he knows what comes in as it arrives) and set the resource to not automatically accept requests.

--
Diane Poremsky [MVP - Outlook]



Outlook Tips by email:
mailto:[email protected]

EMO - a weekly newsletter about Outlook and Exchange:
mailto:[email protected]

You can access this newsgroup by visiting http://www.microsoft.com/office/community/en-us/default.mspx or point your newsreader to msnews.microsoft.com.

Hi all,
We have resource mailboxes set up for all our resources. Users can use meeting request in Outlook to book those resources without any problem.

One of the designated user of a car resource (Director's car but people can use it during office hour) wants to
1. knows who have booked it on which days and at what times and
2. approve / deny the booking requests himself

As user can access resource calendars directly in Outlook, new appointment can be created bypassing the booking request system. The director will not receive any meeting request. What can I do to stop users doing that?

TIA
el

 

[Diane Poremsky [MVP]]

It all looks good. All requests should be forwarded to the delegate for approval.

--
Diane Poremsky [MVP - Outlook]



Outlook Tips by email:
mailto:[email protected]

EMO - a weekly newsletter about Outlook and Exchange:
mailto:[email protected]

You can access this newsgroup by visiting http://www.microsoft.com/office/community/en-us/default.mspx or point your newsreader to msnews.microsoft.com.

Hi Diane,
Thanks for the reply. In resource account, I have delegated the director using Tools > Options > Delegates in Outlook 2003 and enabled 'Send meeting requests and responses only to my delegates, not to me'. The permissions setting for the director are
1. Calendar: Editor; with enabled 'Delegates receives copies of meeting-related messages sent to me'
2. Inbox: Editor
3. Tasks, Contacts, Notes and Journal : None (unrelated but included here for completeness only)

Will the settings above do the job of forwarding all requests to the approver? (You were right. He wanted to be the approver of any meeting reqeust to this resource mailbox.)

As he wants to be the approver, the 3 settings in Tools > Preferences > Calendar Options... > Resource Scheduling... are all cleared. The permissions settings for the Calendar folder are:
1. Default - Reviewer (This was set to Author before. I made the change after I read jamestechman reply on this thread. (thanks James Chong))
2. Director - Editor
3. Anonymous - None

Have I done anything wrong? Please advice.



TIA
el






I'd set up a rule on the mailbox to forward all requests to the Approver (so he knows what comes in as it arrives) and set the resource to not automatically accept requests.

--
Diane Poremsky [MVP - Outlook]



Outlook Tips by email:
mailto:[email protected]

EMO - a weekly newsletter about Outlook and Exchange:
mailto:[email protected]

You can access this newsgroup by visiting http://www.microsoft.com/office/community/en-us/default.mspx or point your newsreader to msnews.microsoft.com.

Hi all,
We have resource mailboxes set up for all our resources. Users can use meeting request in Outlook to book those resources without any problem.

One of the designated user of a car resource (Director's car but people can use it during office hour) wants to
1. knows who have booked it on which days and at what times and
2. approve / deny the booking requests himself

As user can access resource calendars directly in Outlook, new appointment can be created bypassing the booking request system. The director will not receive any meeting request. What can I do to stop users doing that?

TIA
el

 

[el]

Hi James,
Thanks for you reply. I had set the permissions for the resource calendar
(using Outlook 2003) as:
1. Default - Reviewer (It was set to Author before)
2. Director - Editor
3. Anonymous - None

After the change, I have tested it using a few normal users. All of them
(except 2) could not create an appointment in the resource calendar now. I
don't know why those 2 users could still create appointment. Where else
should I check for permissions settings?

TIA
el



Need to remove the permissions on the resource calendar so that your
users cannot do direct booking.

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



James Chong (MVP)
MCITP | EMA; MCSE | M+, S+,
Security+, Project+, ITIL
msexchangetips.blogspot.com