Resource Scheduling Options

 

Applies to: Office 365 for professionals and small businesses, Office 365 for enterprises, Live@edu

Topic Last Modified: 2011-11-23

In the Scheduling Options section of the Resource tab for a specific room or equipment resource mailbox, you can set default actions and limits on the resource's calendar.

 

Setting Description

Automatically process meeting requests and cancellations

This setting makes this mailbox a resource mailbox and allows the mailbox to process meeting requests correctly. By default, this setting is enabled. Leave it that way.

Disable Reminders

This setting allows or prevents reminders from being displayed when someone signs in to the resource mailbox. A resource mailbox doesn't have an account associated with it, so the user signing in to the resource mailbox must be granted permission to do so. By default, this setting is disabled, so if someone signs in to the mailbox, they will see the reminders from all past meetings.

Maximum number of days in advance resources can be booked

Valid input is an integer between 0 and 1080. The value 0 means today. The default value is 180 days.

All meetings must start on or before the specified date. Non-repeating meetings must end on or before the specified date. The behavior of repeating meetings is controlled by the Always decline if the end date is beyond this limit setting.

Always decline if the end date is beyond this limit

This setting controls the behavior of repeating meetings that extend beyond the date specified by the Maximum number of days in advance resources can be booked setting:

  • If you enable this setting, a repeating meeting request is automatically declined if the meetings start on or before the date specified by the Maximum number of days in advance resources can be booked setting, and the meetings extend beyond the specified date.

    Note   The meeting request could still be accepted by a resource delegate. For more information, see Resource Scheduling Permissions.

  • If you disable this setting, a repeating meeting request is automatically accepted if the meetings start on or before the date specified by the Maximum number of days in advance resources can be booked setting, and the meetings extend beyond the specified date. However, the number of meetings is reduced so meetings won’t occur after the specified date.

Limit meeting duration and Maximum allowed minutes

These settings specify the maximum duration of a meeting request to use the resource.

  • If you uncheck Limit meeting duration, the maximum duration of a meeting is unlimited, the value of Maximum allowed minutes is set to 0, and you can't modify the number.

  • If you select Limit meeting duration, the valid input for Maximum allowed minutes is an integer.

For repeating meetings, the maximum meeting duration applies to the length of each instance of the meeting. The default maximum meeting duration is 1440 minutes, which is 24 hours.

Allow scheduling only during working hours

This setting accepts or declines meeting requests for the resource that aren't during the working hours defined on the resource mailbox. By default, this setting is disabled, so meeting requests are allowed outside the working hours of the resource.

By default, working hours are 8:00 A.M. to 5:00 P.M. Monday through Friday. You can configure the working hours of the resource mailbox in the Appearance section on the Calendar Tab.

Allow repeating meetings

This setting allows or prevents repeating meetings for the resource. By default, this setting is enabled, so repeating meetings are allowed.

Allow conflicts

This setting allows or prevents conflicting meeting requests. By default, this setting is disabled to prevent double-booking of the resource.

Allow up to this number of individual conflicts

When Allow repeating meetings is enabled, this setting specifies the maximum number of conflicts that are allowed for new repeating meeting requests. By default, the value is 0, so no individual conflicts are permitted for new repeating meeting requests. To enter a value, enable Allow conflicts, and enter an integer.

If a new repeating meeting request conflicts with existing reservations for the resource more than the number of times specified by this setting, the repeating meeting request is automatically declined. For example, suppose a repeating meeting request has 35 individual meeting occurrences, and there are conflicts with six of them. If the value is 5, the repeating meeting request is automatically declined.

Note   The meeting request could still be accepted by a resource delegate. For more information, see Resource Scheduling Permissions.

Allow up to this percentage of individual conflicts

When Allow repeating meetings is enabled, this setting specifies the maximum percentage of meeting conflicts that are allowed for new repeating meeting requests. By default, the value is 0, so no conflicts are permitted for new repeating meeting requests. To enter a value, enable Allow conflicts, and enter an integer between 0 and 100.

If a new repeating meeting request conflicts with existing reservations more than the percentage specified by this setting, the repeating meeting request is automatically declined. For example, suppose a repeating meeting request has 100 individual meeting occurrences, and there are conflicts with 21 of them. If the value is 20, the repeating meeting request is automatically declined.

Note   The meeting request could still be accepted by a resource delegate. For more information, see Resource Scheduling Permissions.

 
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