Office 365 (Outlook 2010) - Work on behalf of a resource calendar

This article explains how to use the delegation features of Outlook 2013/2010 to manage the calendar and mail for a resource calendar.

Note: If you are the owner of the account, please follow these directions to open it in Outlook: Office 365 (Outlook 2010) - Subscribe to an account. By default, resource owners are given full mailbox permissions to the resource. This means that the resource needs to be opened in a specific way to get full owner benefits.

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 the Resource Calendar

Important: At a minimum, you will need "full details" permissions to open a calendar. Any permission below this level will cause an error and the calendar will not be opened.

  1. Open Outlook 2013 and select the Calendar tab.

    Calendar tab

  2. If you need to add the resource calendar to your listing, within the "HOME" tab, click Open Calendar and select Open Shared Calendar.
  3. You will then be given a prompt to add the specific resource you are trying to access. Type in the resource's name and select OK to have it search the directory for the calendar.

    Type Resource Name Then Click OK

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

calendar resource view

Note: If you receive an error when attempting to add the resource calendar, try using the Adding a Resource Mailbox steps listed below. This seems to fix the issue and you can even remove the resource mailbox and it will continue to work.

Creating a New 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 New Appointment or New Meeting button to start the event creation process.

    New Meeting Button

  2. Within the event edit screen, verify that the Resource name is listed in the bottom left corner.

    Check In The Bottom Left Corner For The Resource Name

  3. After you have filled in the rest of the desired fields (members you are inviting if it is a meeting, a subject if it is an appointment, the location, time, etc.), click the Send button (if it is a new meeting) or Save & Close (if it is a new appointment) to create the event.

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 Outlook's File tab.

    Click the File tab.

  2. Click the Account Settings button, then select Account Settings... from the list.

    Click Account Settings and then click Account Settings... from the top of the drop-down menu.

  3. In the Account Settings dialog box, make sure the account you wish to configure is selected and then click Change.

    Select the account you wish to edit, then click Change...

  4. Click More Settings.

    More Settings is located in the lower right-hand corner of the Change Account dialog box.

  5. Click the Advanced tab, then click Add.

    Click the Advanced tab and then click Add.

  6. Type the mailbox name of the resource whose mailbox you want to add to your user profile. If you do not know the mailbox name, ask the person who granted you viewing permissions. If you don't get the name exactly, the Exchange server will try to find the mailbox you're looking for.  Once you've found the mailbox, click OK.

    Type in the name of the mailbox you wish to add, then click OK.

  7. Click OK to close the Microsoft Exchange dialog box.
  8. If you are presented with a 'Windows Security Authentication' window, which contains your account credentials, click Cancel.
  9. Back on the Change E-mail Account dialog box, click Next, then click Finish.
  10. Click Close to exit the Account Settings dialog box.
  11. You must restart Outlook (close and reopen) for the changes to take effect.

Sending an Email on Behalf of the Resource

Note: You will need "Send on behalf of" permissions to the resource. When a delegate is added to a resource mailbox through the Select delegates who can accept or decline booking requests option, the delegate is granted "Send on Behalf" permissions. This behavior is by design in Office 365.

  1. Create a new message by clicking the New Email icon in the Home tab.

    Click on New Email.

  2. On the message editor window, if you cannot see the From button, go to the Options tab and click on the From icon to show it.

    Click the Options tab and then click the From icon.

  3. Click From.  From the drop-down menu, click Other E-mail Address...

    Click From, and then click Other E-Mail Address from the drop-down menu.

  4. In the Send From Other E-mail Address dialog box, type the sender's email address in the blank field and then click OK.  If you are unsure of the address, see the next step.  Otherwise, skip to step 6.

    Type in the address and then click OK.  You can also click From... and search for the address.

  5. If you are unsure of the address, you can search for it by clicking the From... button.  Search for the address.  Once you've found it, select and then click OK.

    Click the From... button to bring up the directory.  Search for and select the address you want, then click OK.

  6. It will return to the previous dialog. Click the OK button.
  7. Now you can see the email address is changed. Compose your message and, when finished, click Send.

Keywords:microsoft office365 office 365 o365 work on behalf of resources calendars invites events meetings schedule appointments send emails messages delegate access   Doc ID:42666
Owner:Ara M.Group:Office 365
Created:2014-08-08 14:44 CDTUpdated:2016-06-23 12:30 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Office 365
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