IT Connect
Information technology tools and resources at the UW

Exchange resource calendar common options

Exchange resource calendars can provide a solution for some organizational calendaring and email needs.

This page describes common Exchange resource calendar options and how to request a resource calendar.

Common Options

The first two options below represent the most common configuration options needed for resource calendars, with a custom third option that notes a couple configuration settings that are rarely needed. Review these options, then review the Making the Request section.

Option 1 – Meeting room with automatic first-come, first-served reservations

You have a room which you’d like some set of folks to be able to reserve. Because it is a room, it can’t have multiple reservations at the same time (i.e. no conflicts). And to minimize overhead, the room automatically responds accepting the first request for a given time and rejecting times which are already committed.

Option 2 – Equipment with automatic first-come, first-served reservations

You have equipment which you’d like some set of folks to be able to reserve. Because it is a finite object, it can’t have multiple reservations at the same time (i.e. no conflicts). And to minimize overhead, the equipment automatically responds accepting the first request for a given time and rejecting times which are already committed.

Option 3 – Organizational Schedule

You’d like to keep track of events affecting multiple people or resources on a single calendar, e.g. vacation tracking.

Making the Request

Please send an email to help@uw.edu with a subject line of “MWS: Exchange resource calendar”. In the email, include the desired option from above, the required info below, and any optional configuration details.

Every resource calendar request requires the following information:

  • The Department name
  • A unique short name for the resource
  • Type of Resource (Room or Equipment or Schedule)
  • Building and Room number (Only for room & equipment resources)

The following info is optional:

  • Capacity (Seats in the room)
  • Associated phone number, if any
  • Any restrictions to access, i.e. who can invite or view the calendar. It is strongly recommended that you use an exchange-enabled UW Group for this purpose. We can provide additional assistance helping you get the group setup.