Resource Coordinators: Limit access to room and equipment resources.
If a room is configured with limited access, only users granted access to the room via the Resource Coordinator Tools are allowed to "invite" the resource to a meeting. If anyone who is not on the access list invites the resource to a meeting they will receive a message informing them that their request has been denied. An alternative to limiting access is configuring delegates for a resource so that all invitations for the room are forwarded to one or more delegates who approve or deny the request - the steps to configure delegates are outlined in the tip/trick titled Configuring delegates for room and equipment resources. Also note that limiting or granting access to a group of users only affects the response the room will give when invited to a meeting - it does not grant or limit any user's ability to open the resource's calendar from within Outlook using the "Open a Shared Calendar..." link. Steps to share a calendar within Outlook are outlined at the tip/trick titled Sharing and accessing a resource's calendar.
Limiting access to an Exchange Resource
- Log in to the Resource Coordinator Tools.
- Under the "Rooms" or "Equipment" navigation areas, click the "Limit Access Options" link.
- Select the resource from the "Room/Equipment" dropdown.
- Select the "Limit scheduling to specific users and/or distribution lists" option.
- Add users or distribution lists who should have the ability to schedule the resource.
- Verify that the users or distribution lists appear in the list of users granted access.
Note that it may take up to 15 minutes for the permissions to be applied.
