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Booking Resources With Exchange Server 2003 and Outlook System 2003

Booking Resources With Exchange Server 2003 and Outlook System 2003

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Published by: psukhija on Sep 01, 2010
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These resources could be conferencing rooms, cars, projector, etc.
in general nearly everything that is being used
by more than one employee during working days.
With an Exchange / Outlook infrastructure in your company there are various ways to make this work. Within this
article we will have a close look at each possibility. We will not just talk of how to configure it, in addition, we
will discuss the pros and cons of these implementation tasks.
 In general, there are different ways to solve this problem:Public foldersModerated Public FoldersEmail AccountsWithin the following chapters we will discuss each of these in more detail.
One way to make resources available in your messaging and collaboration environment is to create a public folder for 
each of them. This means you will have to use your Microsoft Office Outlook Client to create a new public folder withthe design of a calendar.After having created it, you will have to configure the permissions; this means you will have to setup the structure ofpermissions that will reflect your organizational structure.The steps are as follows:1.
Create a new public folder with the calendaring design from your Microsoft Office Outlook client.
2.Grant appropriate permissions to give the relevant employees access to this new public folder calendar.
Figure 1:
Creating Public Folder for each ResourceThe big advantage of this solution is that there is no Client Access License (CAL) needed for each public folderresource. You can create your reservations by setting up your own entry. But the problem is that there is no real
workflow available. This means that there is no way to implement a solution giving you automatic reply or availability
checks while planning events. You even do not have any possibility to invite the resource using the well-known
Microsoft Office Outlook Client invitation form. So this is a big disadvantage regarding this solution.
HomeArticles & TutorialsExchange 2003 ArticlesManagement & Administration
After a successful implementation of Microsoft Exchange Server 2003, the nextstep would be implementing lots of improvements within the working processes ofthe company and its organizational infrastructure. Many companies are willing toplan their company resources using Exchange and Outlook to make it easier foreach employee to find out if a resource is already booked or still available.Published: Jan 17, 2006Updated: Jan 17, 2006Section:Management & Administration Author:Markus Klein 
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Booking Resources with Exchange Server 2003 and Outlook System2003
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Possible SolutionsPublic Folders
Another way to solve the resource reservation and booking process problem is to declare a group of people that areresponsible for that resource. Very often you can find this topic in the job documentation of a typical secretarial team.
They are able to decide whether a resource booking is really important and correct, or to solve a resource booking
collision by e.g. moving meetings to other conference rooms or canceling them in time.The steps in detail are as follows:1.
Create a new public folder with the calendaring design from your Microsoft Office Outlook Client.
2.Grant the appropriate permissions on this folder to make sure that only employees responsible for thisresource have the relevant authorization.
Figure 2:
Configuring Permissions on a Public Folder Resource
Configure a Moderator for this public folder to make sure that entries are being added without informing the
folder moderator.This is quite easy to configure, just configure the moderated folder features provided by Exchange 2003.
Figure 3:
Using the Moderated Folder Feature
The third, and most complex solution is to create pseudo mailboxes for each resource you want to be automatically
administered by Exchange itself.
This means that you will have to create a user account named the same as the resource and then create a mailbox for this virtual user. Now you can logon as the resource and configure the free
-/busy configuration settings within Outlook2003.The steps in detail are as follows:1.
Create a new user named the same as the resource you want to publish.
2.Logon as this virtual user resource.3.Configure the settings for Free-/Busy to:a.Automatically accept new bookings if free time is availableb.Automatically decline bookings if there are already bookings4.If needed, grant the appropriate users access to this new resource by choosing the corresponding securitylevel.5.Logoff.
Moderated Public FoldersEmail Accounts
6.Logon as user and test everythingto make sure it is working properly.
This means that now we have the resource available directly in our Exchange 2003 Global Address List (GAL).
Figure 4:
Creating a Virtual User for each Resource
Figure 5:
Configuring Resource Scheduling Settings
Figure 6:
Settings for Resource Scheduling
If you now try to book this resource automatically, you should be aware that you need to invite it as a resource from
your Microsoft Office Outlook client to make it work properly.

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