Office 365 (Outlook on the web | Outlook 2016 | Outlook 2013) - Work On Behalf of a Resource Calendar

This document will provide you with the basic information you will need to work on behalf of a resource calendar. These instructions assume that you have been granted the appropriate permissions to an Office 365 resource. If you have problems working on behalf of 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:

  •  Work on behalf of a resource in Outlook on the web:

      •  Opening/Subscribing to the resource calendar
        • Note: If you have already opened or subscribed to the resource calendar, it will appear in your calendar view, and you can start working on behalf of the resource without completing the below steps.

          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. Right-click in the navigation pane where you see Other calendars.

            other calendars - context menu

          5. Select Open calendar.
          6. To add a resource calendar, enter the name in "From directory" field. This box works just like the 'To' box on a new email message.

            To add/import an external calendar (such as campus events, holiday, or sporting events), enter the URL in the "Internet calendar" box. Example: if you have received a ShareURL link from another person, you can enter it within the "Internet calendar" box.

            open calendar screen

          7. After you've entered the desired calendar or URL, select Open to add the calendar.


      •  Managing events on behalf of the resource calendar

          1. Next, click the New event button or use these instructions to start the event creation process.
          2. Within event edit screen, make sure "Calendar" select box shows the resource calendar you are creating this event on behalf of. If not, click on the arrow for this field and select the resource calendar from the drop down list.
          3. After you have filled in the rest of the desired fields, click Send button to create the event



  •  Work on behalf of a resource in Outlook 2016 or 2013 for Windows:

      •  Opening/Subscribing to the resource calendar
        • Note: If you have already opened or subscribed to the resource calendar, it will appear in your calendar view, and you can start working on behalf of the resource without completing the below steps.

          1. Open Outlook and select the Calendar tab.

            calendar icon on navigation bar

          2. If you need to add the resource calendar to your listing, within the "HOME" tab, click Open Calendar and select Open Shared Calendar.

            Home tab, open 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.

            Open a shared folder

          4. 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



      •  Managing events on behalf of the resource calendar

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

            New appointment or meeting

          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.



  •  Work on behalf of a resource in Outlook 2016 for Mac:

      •  Opening/Subscribing to the resource calendar
        • Note: If you have already opened or subscribed to the resource calendar, it will appear in your calendar view, and you can start working on behalf of the resource without completing the below steps.

          Note: 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 2016 for Mac and select the Calendar tab.
          2. Within the "HOME" tab/ribbon, click Open Shared Calendar button.
          3. You will be presented with a window to search for the account. Search using the account's name or email address and then select it from the list of results.
          4. The account's calendar 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



      •  Managing events on behalf of the resource calendar
        • Important: At a minimum, you will need "Editor" permissions to act on behalf of a calendar.

          1. Events are created on the calendar which is highlighted. Please left-click the calendar you want to create an event on to highlight it.
          2. Select Appointment or Meeting from the top-left series of buttons.
          3. Enter in the event information in 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.

See Also:




Keywords:microsoft office365 o365 outlook web OWA 2016 2013 windows mac work on behalf of resource calendar schedule office o365 microsoft shares sharing access rights read write editor delegate full mailbox free busy folders calendars emails owner netid users mailboxes service accounts linking send as on behalf of owner none contributor reviewer non-editing author publishing editor editor publishing author author custom availability only limited details full details editor delegate adding opening viewing subscribe open opening subscribing   Doc ID:63497
Owner:Ara M.Group:Office 365
Created:2016-05-18 14:39 CSTUpdated:2016-12-01 12:08 CST
Sites:DoIT Help Desk, DoIT Tech Store, Office 365, UW Platteville
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