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Resource Coordinators: Configuring delegates for room and equipment resources.

If a room is configured with delegates, all meeting requests that occur when Exchange users "invite" the resource to a meeting will be forwarded to the resource's delegate(s) for approval. Configuring delegates for a room only affects how invitations are processed when the resource is "invited" to a meeting. It does NOT grant a user the ability to open the resource's calendar from within Outlook using the "Open a Shared Calendar..." link. Steps to share a calendar are outlined at the tip/trick titled Sharing and accessing a resource's calendar. Also, as an alternative to configuring delegate access, you can set up "access lists" for a room so that users on the access list can invite the resource to meetings while those not on the list will receive "request denied" responses when attempting to do so. Steps to limit access are outlined in the tip/trick titled Limiting access to room and equipment resources.

Configuring delegates for a room or equipment resource requires two steps. The first step is to specify a user as a delegate using the "Auto Accept/Delegates" tool available for rooms and equipment within the Resource Coordinator Tools. The second step is to grant the delegate user "Publishing Editor" permissions on the resource's calendar within Outlook using the steps outlined below. Note that due to the permissions that members of a department's resource coordinators group are granted, the second step is not necessary when the delegate users are also resource coordinators.

Setting up delegate access

  1. Log in to the Resource Coordinator Tools as a resource coordinator.
  2. Under the "Rooms" or "Equipment" navigation areas, click the "Auto Accept/Delegates" link.
  3. Select the resource from the "Room/Equipment" dropdown.
  4. Select the "Meeting requests processed by Delegates" option.
  5. Add users or distribution lists who will act as delegates for the resource.
  6. After configuring the user as a delegate using the Resource Coordinator tools, a resource coordinator will need to open Outlook to complete the process. With Outlook open, click the "Calendar" navigation bar.

    Open Calendar Navigation Bar

  7. Click "Open a Shared Calendar".

    Open Shared Calendar

  8. Enter the name of the resource that has been configured with delegates in the "Open a Shared Calendar" or click "Name" and select the resource from the GAL.

    Enter name of resource

  9. Right click on the calendar just added in the "Other Calendars" section of Outlook. Choose "Properties".

    Choose calendar properties.

  10. Click the "Permissions" tab on the Calendar Properties window.
  11. If the user appears in the list of on the Permissions tab, click the user's name to highlight it. If the user does not appear in the list, click the "Add..." button and select the user or distribution list marked as a delegate from the GAL.
  12. With the user or distribution list highlighted, set the "Permission Level" to "Publishing Editor".

    Set permissions level to Publishing Editor

  13. Click OK on the Calendar Properties window.

Error Messages Received if the process above is not completed

If the steps outlined above are not completed, a person who has been marked as a delegate but not granted "Publishing Editor" rights will receive an error similar to the one shown below when attempting to approve or deny meeting requests for a delegated resource:

Outlook Error