Outlook Web Application - Configure Resource Calendar


Configuring Resource Settings

Vacations and Rooms 


Resource Calendars for Vacations and Rooms are an entity unto themselves in the Office 365 environment. UWB IT has requested resources be provisioned to match.  


Opening a resource calendar and accessing the settings 

  1. Using your Shared NetID and password 

  1. Log into the Office 365 account via Outlook Web App (OWA). This step can be tricky because the NetID will often be pre-filled in a way you can't change easily. We recommend you open a "private" window of your browser or an enirely different browser.

  1. Click the Shared NetID name in the top right corner and select Open another mailbox from the dropdown list. 

  1. Enter the resource name and either select it from the automatic look up list or click Search Contacts & Directory link to find the room in the open another mailbox field.  

  1. Click Open. The resource account will open in a new browser tab. ( Careful: Sometimes the new tab/window opens under your current tab/window )


Once logged in you can*: 

  • Accept meeting invitations

  • Send email messages 

  • Create, modify meeting requests 


*depending on privleges 


To access the resource options/settings: 


  • Make sure you are currently located in the newly opened resource tab. 

  • Click on the Settings Icon in the top right corner next to the resource name and select Options from the dropdown list. 


Settings Gear Icon


  • Select Other at the bottom of the left-hand column. 


  • Select go to the earlier version to go to the previous version of the Outlook Web App's options menu. 


  • Click on settings from the list on the left. 


  • You will see the following screen: 

  • Resource Settings Screen

  • Configure the Scheduling Options and Scheduling Permissions using the following tables to assist with option selections. Click save once you have finished making your changes. 



Scheduling Options 


Automatically process meeting requests and cancellations Enables or disables all options below as well as the options under Scheduling Permissions. If not checked the owner must manage every request manually. 
Disable reminders  Enables or disables reminders for events in this calendar. This applies only for the resource; the organizer and attendees will still receive reminders if they have elected to do so. 
Maximum number of days in advance resources can be booked  Limits how far in advance an event can be scheduled. The default is 180 days. 
Always decline if the end date is beyond this limit  Requests beyond the maximum number of days specified will be automatically declined. Valid values are between 0 (today) and 1080 (about 3 years). 
Limit meeting duration and Maximum allowed minutes  Limits the amount of time for which a room can be scheduled within a single day. Unchecking the box will mean a meeting has no limit. Checking the box allows for a limit between 0 to 1440. 
Allow scheduling only during working hours  If checked, an event can only be scheduled during the hours specified under Calendar Work Week in the Calendar tab. Events outside of working hours will be automatically declined. 
Allow repeating meetings  Allows booking of the resource room at a regular interval; the event can be set to repeat over a specified duration of time (also called recurring). 
Allow conflicts  Allow or prevent conflicting meeting requests (Double Booking). If repeating meetings are allowed as well, this setting will only apply to repeating meetings. When the resource is invited, it will need to be entered into the Attendees field as opposed to being chosen with the Add Rooms button.
Allow up to this number of individual conflicts  This setting specifies the maximum number of conflicts that are allowed for new repeating meeting requests. When set to 0, a recurring event will fail to schedule if one or more conflicting appointments already appear. If the number is greater than 0, a recurring event is allowed that many conflicts before being denied. 
Allow up to this percentage of individual conflicts This setting specifies the maximum percentage of meeting conflicts that are allowed for new repeating meeting requests. The same idea as with the individual conflicts field applies, but in this instance a percentage of conflicts allowed is specified.


Scheduling Permissions 


These users can schedule automatically if the resource is available By default, Everyone can schedule this resource without manual approval by the resource owner. If Select users and groups is selected, only the users and groups specified can schedule automatically. All other users or groups will receive a decline message. If Select users and groups is selected but no users or groups identified, this option will be ignored. 
These users can submit a request for owner approval if the resource is available  If Everyone is selected, then all requests must receive manual approval by the resource owner. If Select users and groups is selected, only the specified users and groups require manual approval by the resource owner. Select users and groups is selected and left blank by default so that all requests are approved automatically. 
These users can schedule automatically if the resource is available and can submit a request for owner approval if the resource is unavailable  When Everyone is selected (default) any request during an open time frame will be automatically approved. If the room is booked at the requested time, a form is submitted to the resource owner for manual approval. If Select users and groups is selected, only those specified will have the option to have the request manually approved; all others will have a conflicting request denied without the option of manual approval by the resource owner. 
Response Message 


Add an additional message to be included in responses to meeting requests. This message will display for both accepted and declined messages, though it is not possible to set differing messages. When an event is declined, depending on the circumstances, a note as to why it was declined will be automatically included in the message. 

Message Response section 

Information From WISC.EDU