Proper Way to book a resource room

Filed in room mailbox on Jan.16, 2008

Often Admins feel the need to delegate users the right to see a calendar when using a room mailbox, in the past with Exchange 200X users needed a higher level of permissions like editor to be able to book a meeting. This has changed with Exchange 2007!

OWA

Lets Logon to OWA

1. Create New Meeting

2. Select resource
Click the resources link to bring up the address list to choose your room

3. Select the correct address list – All rooms etc…

4. Select schedule assistant
We could have used the view in the address list however its hard to work with , Select the Scheduling assistant tab

You can now see that we have a view of when the room is available and a set of suggested times listed in the bottom right.

4. book room
I am going to select a date of Thursday, January 17, 2008 2:30 PM-3:30 PM.

Since I have delegate approval on and this user can use the room I get an immediate response that temporarily books the room until its approved (see http://exchange-genie.blogspot.com/2007/12/resource-rooms.html on how to configure)

Now lets create a 2nd meeting request

1. Create New Meeting
2. Select resource
3. Select schedule assistant

As we can see our last request shows up as the room is already booked

Lets attempt to submit a request for the same time, our request sends and we receive and immediate decline.

As you can see user should not require access to view a rooms availability directly with their calendar but should be using the free/busy information to find out when the resource is available. This reduces Administration on the room mailbox.

Exchange-Genie

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