1. Managing Shared Resources in Office 365
Scott Parker
UNM IT
June 9 – 10, 2016
Not like GroupWise.
Intentionally not using GroupWise terms like “owner” because they are used differently in Exchange On-line.
I will say “Exchange Online” to refer to the Data Store (in the Clould) regardless to if the data is accessed with Outlook or Office 365 Web Access.

2. Mailbox Groups Resources Shared Contacts
Office 365 account types
Mailbox
Groups
Resources
Shared
Contacts
These are different types of accounts available in Office 365 Exchange Online.

3. Resource
Also known as Equipment Mailbox or Room Mailbox. These are used for reserving and coordinating Rooms and Equipment. By including a Resource in a meeting request or calendar item, you are reserving the Resource for that time period. When you create your calendar event you can look at the Resource to check its availability.
Resource mail boxes do not have login credentials (NetID and Password). They are managed by an User account (Delegate) that has been associated with it.
Resource and Shared accounts can be used by many people with out having to share out a password that has to be changed as staff turns over.
User are assigned the appropriate level of access and permissions for their roles, which can be managed by the account’s delegate.
Resource don’t have to be Rooms or Equipment. Vacation or work schedule calendars are other uses for resource accounts.

4. Creating a Resource account
Created by LoboMail adminstrators
Submit a Service Request in Help.UNM
Naming Convention
Identifying Prefix – Description
IT – Room 2001 or Scholes – Roberts Room
Delegate name
Calendar processing settings.

5. What is a Delegate?
Delegates work as the account’s user depending on assigned access.
Can change settings, rules, auto-reply, forwards, calendar processing.
Are mirrored in all account activity.
Can Send As the account.
Manages folder permissions to other users.
Microsoft uses the term “owner” in a different context, so I’m going to be careful to user that term in relation to the Delegate.
Microsoft themselves will use terms like Delegate inconsistently, but I will try to not confuse.
Delegate access itself is not folder permission.
There are many types of delegates and access. We’ll just look at the most common usage.

6. Finding Delegated accounts
Outlook
Will appear in File list and Calendar list automatically.
Office 365
Choose “Open another mailbox…”
DEMO – Office 365 Delegate access

7. Now you have a resources with Full Delegate access…
Configure Calendar Processing
Give Sharing access to the Calendar

8. Configuring Calendar processing
Use Office 365.
Submit a Service Request in Help.UNM
Gear > My app Settings (Calendar) > Calendar > Resource Scheduling
LoboMail administrators
DEMO

9. Resources are set to automatically accept non-conflicting meetings from any users. A resources delegate can change that here.

11. Sharing the Resource calendar
Sharing is giving permission to a specific folder (Calendar) to another user.
Users can be assign different levels of access based on organization role.
Different terms are used in Outlook and Office 365.

12. Outlook calendar sharing. One.
Owner - The Owner role gives full control of the calendar. An Owner can create, modify, delete, and read folder items; create subfolders; and change permissions on the folder.
Publishing Editor - The Publishing Editor role has all rights granted to an Owner except the right to change permissions. A Publishing Editor can create, modify, delete, and read folder items and create subfolders.
Editor - The Editor role has all rights granted to a Publishing Editor except the right to create subfolders. An Editor can create, modify, delete, and read folder items.
Publishing Author - A Publishing Author can create and read folder items and create subfolders but can modify and delete only folder items that he or she creates, not items created by other users.
Author - An Author has all rights granted to a Publishing Author but cannot create subfolders. An Author can create and read folder items and modify and delete items that he or she creates.
Sorry for the very dense slide. These are the term used in Outlook for permissions that can modify items on the Calendar.

13. Outlook calendar sharing. Two.
Reviewer - A Reviewer can read folder items but nothing else.
Contributor - A Contributor can create folder items but cannot delete items.
None - The None role has no rights to access to the folder.

14. Demo finding Permissions in Outlook.
Calendar tab.
Rt Click calendar under My Calendars
Choose Properties from Pop up menu
Choose Permissions Tab
Discuss Default and Anonymous uses.
Outlook > Calendar > Right Click Calendar in My Calendar > Properties> Permissions tab

15. Office 365 calendar sharing.
Delegate
Editor
Full Details - A user with these access rights can view the free/busy information, as well as the subject and location.
Limited Details - A user with these access rights can view only the free/busy information.
Availability Only 

16. Office 365 > Avatar > Open another mailbox > Calendar app > Share (action bar)

17. Calendar Permissions - issues
Only used to view manage calendar.
Cannot share to hidden accounts.
Most common sharing issue is assignee address
Write or modify roles cannot be assigned outside of LoboMail Office 365 users.

19. Seeing Shared Calendars
Outlook – Calendar tab>Open Calendar
Office 365 – Waffle>Calendar Tile> Add calendar from action bar.

20. Meetings
Appointment: An appointment is an activity that involves only you, at a scheduled time.
Meeting: A meeting occurs at a scheduled time, like an appointment, but a meeting involves other people invited using a meeting request sent via . Meetings appear both in your calendar and in the calendars of people who are involved.
Event: An event is an activity that lasts all day. Unlike an appointment or meeting, an event, by default, does not block out time in your calendar. With an event, you can still have other entries appear in your schedule for that day.
Task: A task is an activity that involves only you and does not need a scheduled time.
First is might be helpful to define the differences between Appointments, Meetings, Events, and Tasks to
better understand which option you would like to enter into your calendar:

21. Calendar Best Practices 1
Use Mobile Exchange instead of Active Sync when possible.
Don’t use Active Sync to accept or decline meetings.
Run the same versions of Outlook or Office 365 as much as possible especially for people with write access to a calendar. Especially delegates of user accounts.

22. Calendar Best Practices 2
Accept or Decline meeting requests from the Inbox. Don’t delete meetings.
Use the Remove from Calendar link in notice. Don’t delete canceled meetings.
Don’t move accepted meetings on your calendar.
Always send updates. Note in the body text what changes are being made.

23. Calendar Best Practices 3
A resource should only have one delegate and only one or two Editors.
Delegates should be careful not to schedule meetings on the resource calendars.
Invite rooms by picking from Addresses.
Work from your own calendar as much as possible. Performance
Use Scheduling Assistant instead of opening many calendars.
Use calendar groups.

24. Calendar Best Practices 4
Recurring meetings:
Set end dates
Don’t share attachments.
Use single meetings if details change.
Don’t invite Listserv list.

27. Delegate Delegat Submit a Service Request in Help.UNM Name
Identifying Prefix – Description
IT – Room 2001 or Scholes – Roberts Room
Delegate name
Calendar processing settings.

28. Header
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