Resource Management in Hawkmail

A resource is a thing that you schedule instead of a person. Resources are conference rooms, projectors, laptops, etc.

Once a resource has been created on the Hawkmail server, the resource owner will need to create a Profile to manage the resource (e.g., configure the resource, set permissions, etc.)

Creating a Profile to Manage a Resource

1. Exit Outlook before you proceed to step 2.
2. Choose Start | Control Panel.
3. Double-click on the Mail icon.
4. Click the Show Profiles button.
5. Click the Add button.
6. Enter the name of your resource (e.g., RES-LC128A) in the "Profile Name:" field.
7. Click the OK button.
8. Click the Next button.
9. Select the Microsoft Exchange Server radio button.
10. Click the Next button.
    

    
    

11. Enter exchange.uiowa.edu in the "Microsoft Exchange Server:" field.
12. Uncheck Use Cached Exchange Mode.
13. Enter your resource name (e.g., RES-LC128A) in the "User Name:" field and click the Check Name button.
14. Click the Next button.
15. Click the Finish button.
16. Select the Prompt for a profile to be used radio button.
17. Click the OK button.

Important: You will need to Log Off from AD (Active Directory) (choose Start | Log Off) and then log back in before you proceed to the next steps.

Adding a Resource Delegate

1. Launch Outlook.
2. Login as the resource—select the resource profile you created above (e.g., RES-LC128A) and click the OK button.
   

   
   

3. Select Tools | Options and click on the Delegates tab.
4. Click the Add button.
5. Click to select the person (or people) who will manage the resource.
   Note: Use Ctrl-click to select multiple names.
6. Click the Add -> button in the "Add Users" field.
7. Click the OK button twice.
8. If the delegate(s) is going to manually manage the resource (i.e., accept or decline meetings on behalf of the resource), check the Send meeting requests and responses only to my delegates, not to me box.
   Note: "me" refers to the resource.
9. Click OK.
   
   By default,
   - Resource free-busy times are viewable by everyone
   - Anyone can invite a resource to a meeting
   - The resource owner must manually accept/decline meeting requests
   
   Note: If these defaults are how you plan to manage the resource, then you do not need to follow the steps under "Managing a Resource" and set additional permissions.

Activating the Resource

The resource owner should schedule a temporary meeting on the resource calendar to "activate" the resource. Otherwise, free-busy time will appear as "no information available", until the first meeting is added.

Managing a Resource

1. Select Tools | Options and click on the Calendar Options button. You may choose to change some of the default settings (see below).
   

   
   

2. Click the Free/Busy Options button.
   

   
   

3. Set "Publish 36 month(s) of Calendar free/busy information on the server".
4. Set "Update free/busy information on the server every 15 minutes" and click OK.
5. If you want the resource to automatically accept meeting requests and decline conflicting requests, click the Resource Scheduling button; otherwise skip to step 7.
6. Check Automatically accept meeting requests and process cancellations and Automatically decline conflicting meeting requests.
   
   NOTE: "You must give users permission to view and edit this calendar if you want these options to work offline. (e.g., 99% of the time the resource will not be "online", meaning the owner will not be signed in to the resource.) Therefore, you must Set Permissions on this resource. (See Step 7 below).
   

   
   

7. Click the Set Permissions button.
8. Click the Permissions tab.
   
   

1. Click on Default.
2. Click on the Permission Level: drop down and choose Author.
   Note: the resource permissions must be set with "Full" Author permissions. Author permissions will allow users to see meeting details. If you do not want details to be visible to all Hawkmail users, you will need to set up your Resource permissions so that a Delegate can manage the resource-in other words, you will need to de-select the "Automatically accept and decline." settings listed in Step 6 above. Another option is to lock the resource down to a specific group by leaving the Default = None and adding a departmental list and assigning Author permissions.
3. Click Apply.
4. Click OK four times.
5. Exit Outlook and log back in as yourself.

Removing the Resource Profile

Once you have configured the resource to manage it the way you want, you may choose to remove the resource profile.

1. Exit Outlook.
2. Choose Start | Control Panel.
3. Double-click on the Mail icon.
4. Click the Show Profiles button.
5. Select the resource profile (e.g., RES-LC128A).
6. Click the Remove button.
7. Click Yes.
8. Click OK.

Important: When you schedule a resource, you must right-click on the box in front of the resource and select Resource (Room or Equipment) from the pull-down menu.

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