Office 365 (Outlook on the web | Outlook 2016 | Outlook 2013) - Invite a Resource Calendar

This document will provide you with the basic information you will need to invite a resource calendar to an event. These instructions assume that you have been granted invite permissions to an Office 365 resource. If you have problems inviting the resource, or are not sure what permissions you have been granted, contact the owner of the resource. If you do not know the resource owner, contact the DoIT Help Desk.


Select your client below:

  •  Invite a resource calendar in Outlook on the web:
      1. Log into Office 365 account via Outlook on the web.

      2. Open the app launcher tool in the top left of your Outlook on the web window as shown below.

        app launcher icon

      3. Select calendar from the list of available apps.

        app launcher select calendar action

      4. Click the New event button or use these instructions to start the meeting process.

        New Event Button

      5. In the People field, begin typing the name of the Resource you want to invite. Then click Search Directory.
      6. Select the desired resource from the search result. Repeat this process if you want to search for additional resources/people. The name of the room will be added to the 'People' fields.

        People.PNG

        Note: If you want to see the availability the attendees, click Scheduling Assistant button located at the top of the event.

        scheduling assistant button

      7. Enter the desired information within the rest of the event details and click Send button to initiate the event request.

        Note: Depending on how the resource was configured, your invitation will be either manually accepted by the owner or delegate of the resource, or it will be automatically accepted.



  •  Invite a resource calendar in Outlook 2016 or 2013 for Windows:
      1. Start Outlook.

      2. Go to "Calendar".

        Calendar icon

      3. Create a new event or modify an existing event or use these instructions.

      4. If the To... button is not visible, click the Invite Attendees button located within the ribbon bar.

        invite attendees button

      5. If you know the email address of the resource, place the cursor within the "To..." field and enter the email address of the resource and click the tab key. The email address will be replaced by the resource name. Plus, if the resource is a room, the name of the resource will also be populated within the "Location" field. Continue to step 11.

        enter attendees within To field

      6. Otherwise, within event edit screen, click To... button.

        1. Within the 'Select Attendees and Resources: Global Address List' screen, place the cursor within the search field start typing the name of the resource. Note: The search feature only searches from the beginning of the resource name. If you enter a word/term which is not from the start of the name, the resource will not be returned.

          search screen

        2. Click Enter key or click on the Go button. You will be shown a list of all the resources which matched the search term you entered.

        3. Double-click on the resource from within the returned list. It will be added to the Required field. Repeat this process for any other user/resource you want to invite.

          search screen action

        4. Click OK button. You will be returned to the event edit screen.

      7. Enter the desired information within the rest of the event details and click Send button to initiate the event request. Note: You may want to use the Scheduling Assistant to verify if all the attendees, included the resource(s) you included are free during the time you are setting this event for before sending out the invitation.

        Send, scheduling assistant

        Note: Depending on how the resource was configured, your invitation will be either manually accepted by the owner or delegate of the resource, or it will be automatically accepted.



  •  Invite a resource calendar in Outlook 2016 for Mac:
      1. Start Outlook.

      2. Go to "Calendar".

      3. Create a new event or modify an existing event using these instructions.

      4. If the To... field is not visible, click the Invite button located within the ribbon bar.

        Invite Button

      5. Within event edit screen, click the Address Book icon to the right of the "To..." field.

      6. In the Search field start typing the name of the resource.

        Note: The search feature only searches from the beginning of the resource name. If you enter a word/term which is not from the start of the name, the resource will not be returned.

        address book search screen

      7. The name should automatically show up if the resource exists. To add it as a resource:

        In Outlook 2016 for Mac, click on the account name then select the Resource button in the lower right.

        Resource Button

        In Outlook for Mac 2011 version, select the contact/resource you wish to add and click one of the two options displayed below.

        required/optional button

      8. The resource will then populate the To: and Location: fields.

        Resource shown in To and Location Field

      9. Repeat the process for any further resources. Close out of the search window when you are finished adding attendees.

      10. Enter the desired information within the rest of the event details and click Send button to initiate the event request.

      11. Note: Depending on how the resource was configured, your invitation will be either manually accepted by the owner or delegate of the resource, or it will be automatically accepted.

See Also:




Keywords:microsoft office365 o365 outlook web 2016 2013 windows mac invite invitation schedule scheduling resource resources account calendar owner none contributor reviewer non-editing author publishing editor editor publishing author author custom availability only limited details full details editor delegate rooms vacation equipment project conference   Doc ID:63454
Owner:Ara M.Group:Office 365
Created:2016-05-17 11:23 CSTUpdated:2016-11-22 09:16 CST
Sites:DoIT Help Desk, DoIT Tech Store, Office 365, UW Platteville
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