Office 365 (Outlook 2011) - Work on behalf of a resource calendar

This article explains how to use the delegation features of Outlook 2011 for Mac to manage the calendar and mail for a resource.

These instructions assume you have been granted appropriate permissions to the resource you are attempting to interact with. If you have problems interacting with the resource, contact the owner of the resource. If you do not know the resource owner, contact the DoIT Help Desk.


Opening a Resource Calendar

Note: At a minimum, you will need "free/busy" permissions to open a resource calendar.

  1. With Outlook 2011 open, click on File and then Other User's Folder...

    Click on File, then click on Other User's Folder.

  2. In the User field, enter the name or email of the resource and then click OK.  If unsure of the name or email address, see the next step.  If you've found the resource, skip to step 5.

  3. Click on Search Directory.

    Search Directory is located just to the right of the User: text box.

  4. Type in the name you are looking for and then click Find.  Once you've found the resource, click on it to highlight it and then click OK.

    Search for the resource.  Once it's found, click on it to highlight it and then click OK.

  5. In the Type list, click the drop-down menu and select Calendar.

    Select Calendar from the drop-down menu.

  6. Click OK.

  7. If the following window appears, click Allow.

    Click "Allow."

The resource will be listed within your "Shared Calendars" section and will continue to appear in your calendar view until you remove the calendar:

outlook_2011_calendar_resource_view

Creating a Meeting for the Resource

Note: At a minimum, you will need "Editor" permissions to act on behalf of a resource calendar.

  1. From within the Calendar interface, click the Meeting button to start the event creation process.

    The Meeting icon is located in the upper left-hand corner of the Outlook window.

  2. If the resource name isn't already selected, click in the From: field to display what addresses you can send from.  Select the resource.

    Click anywhere in the From: field do display a list of addresses you can send from.

  3. Edit the To:, Subject:, Location:, Start: and End: times and the message how you please.  Once finished, click Send.

    Click Send to complete the creation of the meeting.

    Adding a Resource Mailbox

    Note: At a minimum, you will need to be the owner of the resource or be granted "full mailbox" permissions to the resource calendar.

    1. Click on Tools and then Accounts...

      Click on Tools, and then Accounts.

    2. On the Accounts screen, click on Advanced...

      Click Advanced.

    3. Click on the Delegates tab.

      Click the Delegates tab.

    4. Under People I am a delegate for:, click on the plus (+) sign.

      Click the Plus sign under the section labeled "People I am a delegate for:."

    5. Search for the account you wish to add.  When you find it, select it to highlight it and then click OK.
    6. Click OK and then close the accounts window.

    Sending an Email on Behalf of the Resource

    Note: You will need "Send on behalf of" permissions to the resource.

    1. Click on the E-mail icon.

      E-Mail is located in the upper left-hand corner of the Outlook window.

    2. Click the From: field to display a drop-down list of addresses you can send from.  Select the resource address.

      Click anywhere in the From: field do display a list of addresses you can send from.

    3. Edit the message and add recipients.  Click Send when finished.

      Once finished editing the meeting details, click Send.




    Keywords:Outlook 2011 microsoft office365 o365 work on behalf of resource calendars invites events meetings schedule messages emails   Doc ID:42664
    Owner:Ara M.Group:Office 365
    Created:2014-08-08 14:15 CDTUpdated:2015-04-09 12:51 CDT
    Sites:DoIT Help Desk, DoIT Tech Store, Office 365, UW-Milwaukee Help Desk
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