Exchange Resources

The information listed in this article applies to CONNECT (Exchange) email accounts using the Outlook mail client.

For Exchange (Connect) email FAQ please see: Exchange FAQs

You can access your CONNECT email account using the:

Outlook desktop app
- For support with configuring CONNECT accounts on various mail clients including Outlook, view this page: Connect email setup
Outlook Web App (OWA)
- To log in to OWA, use your 8-character UWaterloo username (i.e. j25rober) and password

Resources - Rooms and Equipment

When using Exchange Calendar, you can book available resources such as rooms and equipment.

How to book a room using the Outlook Web App

Log in to Outlook using your 8-character UWaterloo username (i.e. j25rober) and password
Click the grid icon on the top left. Then, select the Exchange calendar

3. Click New button.

4. The following box will appear.

5. Enter the necessary details including the room you’d like to book in the Add a location or a room box

How to book a room using the Outlook Desktop App

To book a room using the Outlook desktop app, take a look at the instructions listed here: Creating an appointment or meeting in Outlook - Windows

How to book equipment

To book equipment, you must invite the equipment’s calendar to the meeting.

Each equipment piece is given a calendar account therefore by inviting the calendar to the meeting, the equipment has been booked for the meeting time

Shared calendars

How to book a shared calendar:

There are two ways to book a resource or a shared calendar in Exchange Calendar:

Inviting the shared calendar to a meeting.
Creating a meeting directly in the shared calendar.

Inviting a shared calendar to a meeting or booking a meeting directly within the shared calendar allows the meeting organizer to secure a meeting time that fits the availabilities of all participants, including the shared calendar. There are different settings that affect each type of booking. There are different settings that affect each type of booking, listed in the table below

	Invite the shared calendar to a meeting	Create a meeting directly in the shared calendar

	Invite the shared calendar to a meeting	Create a meeting directly in the shared calendar
Typical meeting room	Most bookings are done this way. They are handled on a first-come, first-served basis.	Use rarely. One example would be to mark the meeting room as unavailable because of construction.
Teaching lab with approval required	Everyone in a department is allowed to request the lab. Bookings must be approved by somebody with at least Editor permission (set by the resource owner through Outlook).	Entering a class schedule in a classroom
Departmental publications or events calendar	Nobody invites the shared calendar to a meeting.	Everyone in the department has Author permission to the shared calendar. They create their own bookings directly in the resource, but cannot change other people's bookings. The owner of the calendar can change all bookings

How to book and use shared calendars

	Invite the shared calendar to a meeting	Create a meeting directly in the shared calendar

	Invite the shared calendar to a meeting	Create a meeting directly in the shared calendar
How to book	The meeting organizer creates the meeting in their own calendar and invites the resource, either by clicking Invite Attendees and adding the resource on the Resources line or by using the Scheduling Assistant to add the resource.	The person who creates the meeting opens the resource calendar from their own account and creates the booking in the resource calendar. Directly booking a resource requires Author permission or greater to the shared calendar (set by the shared calendar owner through Outlook).
Meeting organizer	The person who creates the meeting is the meeting organizer and is always an attendee of the meeting	The resource is the meeting organizer. The person who creates the meeting does not have to be an attendee.
Processing	The resource processes the meeting invitation and accepts or declines it based on the resource settings (as set by the resource owner through OWA).	The meeting is in the resource calendar and cannot be accepted or declined.
Double-booking	Double-booking is not allowed.	Double-booking is allowed.
Changes	Changes to the meeting must be made by the meeting organizer. (The resource owner can decline a meeting on behalf of the resource, but the meeting organizer still needs to modify the meeting to remove the resource and tell the other attendees that the meeting is not in the original location.)	Changes to the meeting are preferably done by the person who created it. Anyone with Editor permission or greater can modify bookings, but the creator will not be informed of the changes (because they are not an attendee of the meeting).

Requesting a new resource

Submit a new resource request to IST by completing the form: https://uwaterloo.atlassian.net/servicedesk/customer/portal/2
- In the request, please include the name of the resource, the name of the resource owner, and the department name
Resource owners can log into the resource to respond to meetings or set up permissions

More than two resource owners are not recommended

Meeting organizers and invitations

There are different settings that affect each type of booking.
Meeting invitations always have the creator of the meeting as the meeting organizer, and that person is always part of the meeting.
Direct bookings are done in the resource calendar and have the resource as the meeting organizer.

Need help?

Contact the IST Service Desk online or 519-888-4567 ext. 44357.

IST Knowledge Base