1. Departmental & Resource Accounts in MS Exchange By: Howard Ignal hignal@pace.edu 914-923-2805

2. Topics of Discussion Differences Between Sun system and MS Exchange Owner Responsibilities Owner Permissions Departmental Account Demonstrations Resource (room) Accounts Tips and Tricks

3. Differences between Sun and MS Exchange Generic account logins are no longer allowed. Departmental accounts now have a calendar. Owners have new responsibilities. Resource accounts now have an email address. There is more than one type of Resource. Default calendar sharing permission in Exchange is Free/Busy (Outlook 2007)

4. Owner Responsibilities Departmental Accounts Grant permissions using Outlook calendar sharing Open Helpdesk tickets to grant a user full mailbox rights Maintain the Email and Calendar for the department account OR delegate someone to maintain that information. Resource Accounts (rooms) Approve or deny requests for use of the resource (if the resource is not public) Grant users permissions  Scheduling Permissions via OWA  Sharing Permissions via Outlook Maintain the email account of the resource Approve requests for Mailbox Owner rights

5. Exchange Owner Permissions Full Mailbox Rights (Owner) Can only be granted with a DoIT Helpdesk Request Full rights to the account  Read/Write/Modify/Delete  Send email as  Modify Outlook Permissions  Open with Outlook Web Access (OWA) Outlook “Owner” Rights Granted by an owner using MS Outlook Full rights to the account  Read/Write/Modify/Delete  Modify Outlook Permissions  Can not send email as  Can not open with OWA

6. Departmental Accounts Opening an account in Outlook with Full Mailbox Rights Click on Tools/Account Settings Click the Data Files tab and select your Exchange account (eg: Mailbox – Lastname, Firstname MI.) Click on Settings and select Advanced Tab Click Add and type the name of the account to be added Click Apply, OK, and Close The account will show up in the folder list under a new heading Mailbox – Account Name

7. Departmental Accounts Adding the From Field Using MS Outlook 2007 Click on the Mail Folder Click on New to open a new email window Click on Options in the email window Click on Show From Field When sending email as a different user click the FROM button In the Global Address list type in the name of the account you want to send as. Select the account and click OK

8. Resource Account (room) Permissions Full Mailbox Rights  Assigned by opening a DoIT Helpdesk ticket Sharing Permissions  Sharing Permissions are setup using MS Outlook. (i.e.: Owner, Editor, Author, Reviewer) Scheduling Permissions  Scheduling Permissions can ONLY be set with OWA.  These permissions are only for Resource Accounts and are used to determine the type of resource.  Grants a user the ability to schedule the room.

9. Resource Accounts Scheduling Permissions Invite if available  Everyone (select this to make the resource Public)  User or Group (select User or Group on every level and leave it blank to make the resource Private) Ask for approval if available  Everyone  User or Group Invite if available and ask if not available  Everyone  User or Group

10. Resource Accounts Types of Resources (based on scheduling permissions) Public Resources  Everyone can schedule if the resource is available. Private Resources  No one can schedule.  This type of resource requires users to contact the owner directly to use the room. Mixed level Resource (most like SUN)  Appointment is accepted as tentative and requires manual approval by the owner.

11. Viewing a Calendar Scheduling Assistant Scheduling Assistant will show free/busy information by default. MS Outlook 2007 is required to make this process easier Does not require any changes inside of Outlook Granting Reviewer Permissions Reviewer permissions ONLY work with MS Outlook. Setting reviewer permissions will not work in OWA. Requires modifications on both users calendars.

12. Tips & Tricks Always have a backup owner with Full mailbox rights. Teach that backup how to manage the resource or departmental account. Use Outlook 2007 not 2003 Consider how much time you want to spend managing a room before setting scheduling permissions. Remember granting full mailbox rights to a resource allows a user to change scheduling permissions. When sending email using a Departmental or Resource account the sent message will appear in YOUR sent box. Limit OWA access for resources to ONLY owners. Remember you can setup Delegates. www.pace.edu/Exchange

13. Delegate Access The process of granting someone permission to open your folders, read and create items, and respond to requests for you Delegate Access broken down –Calendar permissions for Delegates –Email permissions for Delegates –Tasks and Notes permissions for Delegates –Contacts permission for Delegates Outlook 2007 ONLY

14. Demo 6 Delegate Access Tools Options Delegate –Add –Set Permissions for Calendars Email Tasks Contacts Etc.