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Resource Coordinators: Sharing a resource's calendar and opening a resource's shared calendar

In some instances it may be desirable to configure a resource calendar so that one or more users can add it to their Outlook view using the "Open a Shared Calendar..." link that appears in the calendar navigation of Outook. Permissions can be configured to allow users to directly edit calendar items or to have "read only" access. Note that permissions granted using this method only affect users abilities to interact with the calendar as a shared calendar from Outlook - the settings do NOT affect any user's ability to "invite" a resource to a meeting. The processes for setting up delegates or limiting access for resources are outlined in the Tips/Tricks titled Configuring delegates for room and equipment resources and Limiting access to room and equipment resources.

Share a resource's calendar:

  1. Login to Outlook as a Resource Coordinator.
  2. Click the "Calendar" navigation item in Outlook.
  3. Click "Open a Shared Calendar..."
  4. Enter the name of the resource (calendar) or select it from the GAL by clicking "Name..." and click OK.
  5. Check the checkbox next to the calendar as it appears under the "Other Calendars" section.
  6. Right-click on the calendar and select "Properties".
  7. Click on the "Permissions" tab.
  8. Click Add.
  9. Add the users and/or distribution lists to whom you'd like to grant access to the calendar.
  10. With the user or distribution list highlighted on the "Calendar Properties" window, grant the appropriate "Permission Level".
  11. Click OK.

Open a resource's shared calendar:

  1. Login to Outlook as a user who was granted permissions to a calendar.
  2. Click the "Calendar" navigation item in Outlook.
  3. Click "Open a Shared Calendar..."
  4. Enter the name of the resource (calendar) or select it from the GAL by clicking "Name..." and click OK.
  5. Check the checkbox next to the calendar as it appears under the "Other Calendars" section.