Microsoft 365 - Create, edit, or delete a Resource Account

In Microsoft 365, "resources" (e.g., meeting/conference rooms, audio-visual equipment, vacation calendars, project calendars) can be created by any domain administrator and owned (assigned as the owner of the resource) by any Microsoft 365 user/account. Once created, use Outlook on the web to configure options/settings/permissions for the resource. Domain administrators and the owner of the resource will have the ability to access/manage the following actions within Wisc Account Administration site: Edit Resource | Calendar Processing | Calendar Access.

Also, we wanted to remind you that we can help determine the best solution for setting up a resource calendar based on your departmental needs and workflows. If you are unhappy with the way your resource calendars are currently working, we may be able to help you adjust your settings in a way that will address your concerns. Please contact the DoIT Help Desk for support. Any questions or concerns that can't be addressed by the Help Desk will be escalated to the UW-Madison Microsoft 365 team.

Resources can only be created within an existing Microsoft 365 email domain. If you would like a resource but your department/group does not have an Microsoft 365 email domain, you may request that a resource be created for you in the mailplus.wisc.edu domain.

Create a resource

Important

  • If you are not an administrator of a domain, you will not have the ability to create a resource. You will need to use the request a resource instructions.
  • Once a resource is created, the type cannot be modified. You will need to delete and recreate a new resource with the desired type.
  • When a resource is created, it will be configured using Microsoft's default settings. To modify some of these options/settings/permissions, follow steps outlined in: Microsoft 365 - Configure Resource Scheduling Options/Settings/Permissions.
  1. Log in to the Wisc Account Administration site with your NetID credentials.
  2. Select the domain in which you want to create the resource.
  3. From within the "Domain Administration" sub-menu, click Add Resource.
  4. On the Add Resource page, there are several fields you will need to populate:

    add resource screen

    Resource ID - This is the unique identifier for the resource ( * must be unique within your domain).
    Resource Name - Official campus resource naming convention:
    • Rooms:{Org}-{Bldg Abrv}-{Room#}-{Type} - Example: DoIT-21NPark-7221-Conf
    • Equipment: {Org}-{Res Type}-{Seq#} - Example: DoIT-Laptop-01
    • Vacation: {Org}-{Dept}-{Res Type}-{Seq#} - Example: DoIT-DS-Vacation
    Owner Email - This is primary owner of the resource. They will be granted full mailbox permissions. Must be an Microsoft 365 account. If you need to assign additional owners to a resource, create the resource, then use the "Calendar Access" menu option located to the left of this area. Important: This does not include send-as or send on behalf of permissions.
    Authorized Admin(s) - the NetID(s) will be granted administrative permissions to the account within Wisc Account Administration site.
    Description - Any description.
    Type - Two types exist:
    • Room: select this option if the resource is a room
    • Equipment: select this option if the resource is a any equipment, vacation calendar, project calendar, etc.

  5. Click the Add Resource button. Important: It may take up to 60 minutes for the resource to be created/configured within Microsoft 365. Do not attempt to access this resource until a hour has passed. If you wish to delete the resource, you must wait 60 minutes before doing so.

Edit a resource

After a resource is created, a domain administrator or owner can modify certain properties of the resource.

  1. As an administrator of a domain, log in to the Wisc Account Administration site with your NetID credentials.
  2. Select the domain you want to manage. If you do not see the account you want to manage, review the following document: Wisc Account Administration site - About the Delegated Administration screen.
  3. From within the "Domain Administration" sub-menu, click Resource Listing.
  4. On the Resource Listing page, click on the resource name you want to edit.
  5. On the Edit Resource page, there are several fields you can modify:

    edit resource screen

    Resource Name - Official campus resource naming convention:
    • Rooms:{Org}-{Bldg Abrv}-{Room#}-{Type} - Example: DoIT-21NPark-7221-Conf
    • Equipment: {Org}-{Res Type}-{Seq#} - Example: DoIT-Laptop-01
    • Vacation: {Org}-{Dept}-{Res Type}-{Seq#} - Example: DoIT-DCS-Laptop-01
    Email - This is unique identifier of the resource. It cannot be modified.
    Owner Email - This is primary owner of the resource. They will be granted full mailbox permissions to the resource. Important: The previous owner will no longer have full-mailbox permissions to the resource. If you need to assign additional owners to a resource, use the "Calendar Access" menu option located to the left of this area.
    Description - describe the use for this resource.
  6. Click the Save button. Important: Wait at least 60 minutes for any of the changes above to matriculate through the system before interacting with the resource.

Delete a resource

Important: Once a resource is deleted, All the data within the resource will be deleted and cannot be restored. In addition, you must wait at least fifteen minutes after creating a resource before you will be able to delete it.

  1. As an administrator of a domain, log in to the Wisc Account Administration site with your NetID credentials.
  2. Select the domain you want to manage. If you do not see the account you want to manage, review the following document: Wisc Account Administration site - About the Delegated Administration screen.
  3. From within the "Domain Administration" sub-menu, click Resource Listing.
  4. On the Resource Listing page, click on the resource name you want to delete.
  5. On the Edit Resource page, click "Delete".
  6. You will be prompted to confirm this action. Important: Once a resource is deleted, All the data within the resource will be deleted and cannot be restored.
  7. Click OK button to delete the resource or Cancel button to return to the "Edit Resource" page.

See Also


Keywords:
microsoft office365 o365 m365 microsoft 365 calendaring calendars schedule resources accounts add request rename renaming name share manage privacy modify change owner changing 
Doc ID:
38371
Owned by:
O365 S. in Microsoft 365
Created:
2014-03-11
Updated:
2024-02-01
Sites:
DoIT Help Desk, Microsoft 365, Wisc Account Admin