Configure Resource Mailbox Options (equipment or room mailbox) in OWA - user documentation

This guide explains how a delegate accesses a resource mailbox (room or equipment) calendar and responds to meeting requests in Outlook Web App (OWA). Furthermore it is possible to change settings of the resource mailbox by using OWA. It is not possible to configure advanced settings of the room mailbox using Outlook.

Prerequisite

• A hosted Exchange 2013 or 2016 account.
• You are a delegate for the resource mailbox or you have full acccess to the resource mailbox you want to access.
  

Note: Resource mailboxes cannot be accessed directly using Outlook Web App. The only way to open a resource mailbox in OWA is to open it from a delegate's mailbox or from a mailbox with full access permissions to the resource mailbox.

Open the resource mailbox

1. In your Outlook Web App session, click on your name, and then on Open another mailbox.
   
2.  In the search box, type the name of the resource for which you are a delegate.
   
   Note: you can click on Search contacts and directory to directly pick the room name from a list based on your research criteria.
3. Once you’ve selected the resource mailbox or when its name has been verified, click on Open.
   
   Note: You may have to select the language and time zone for the resource mailbox. Proceed, then click save.
4. The resource mailbox opens in a new tab, click on Calendar, and select the period of time to display (Day, Work week, Week, Month). All invitations received by the resource mailbox are displayed.
   
5. Inside the resource calendar, locate the desired invitation. You can either click, right-click or double-click on it for more actions.
   Note that the meeting request will appear with the subject changed to the organizer’s name.
   
   
6. Opening the meeting request, you will see an informative message indicating the status of the invitation (Accepted, Declined or Tentative) with the name of the delegate who responded (if not the resource itself).
   
7. Click the gear icon and then options to configure the resource mailbox settings
   
8. The following options are available in the Calendar settings
   

• Resource Scheduling Options: These options control the behavior of meeting requests that are sent to the resource mailbox.
• Resource Scheduling Permissions: These options control how meeting requests become room reservations.
• Resource Response Message: This setting lets you add customized text to notification messages that are sent to users who try to reserve the resource. The text you specify is added to notification messages for acceptances and declines.

Once you’re done with managing the meeting requests, simply click on the resource name, then on Sign out.