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O365 Admin Tools

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Questions for Customers who request shared resources

• Type of mailbox: room, equipment, or shared mailbox 
•  Display Name: visible name in the Global Address list (the name can be changed at anytime)
•  Email Address for mailbox: anything not already created and vanity email domains are available (email address can't be altered after creation)
•  Mailbox Manager EID(s): user(s) that can manage the account permissions via TRAC. Add your EID, then return after creation and add dl.LAITS.O365.Admins@austin.utexas.edu
•  EIDs needing Full Access: it will allow a desired user the ability to login and assume control of the account (see KB0014480 on how to access) 
•  EIDs needing Send As: this allows the user to send a message which will appear as the resource account (see KB0014483 on how to send as) 
•  EIDs needing Send on Behalf (Delegate): this allows the user to send a message which will state ‘User X sent on behalf of User Y’ (see KBXXXXXX on how to send on behalf) 

Process for Creating a Shared Room Calendar, Equipment Calendar, Shared Mailbox

1. Create/Delete Room
2. Enter requested email address for New Room
3. Use Pull Down to select personalized/vanity email domain. For example: @austin.utexas.edu, @utexas.edu, @blantonmuseum.org, @nursing.utexas.edu
4. Enter Room Name
5. Resource Manager: add yourself then return after creation and add dl.LAITS.O365.Admins@austin.utexas.edu
6. Create Room: this process will take 15-30 minutes. You will get this message, "The resource has been successfully queued for creation".
7. Edit Calendar Booking Options if customer requires change from Default.
8. Edit Booking Delegates, Mailbox Manager (add department contact so they could self manage the permissions).
9. Edit Mailbox Permissions- Full Access will let users see and use the Room Calendar
10. Room Calendars can also be Published which gives you an HTML link that can be posted on a web page.
    1. This option publishes the shared department account calendar on the web and allows people who have the URL to view it live. 
    2. Login to OWA (https://office365.uiowa.edu) with your EID and Password 
    3. Click the Calendar icon. 
    4. Click the Person icon and choose Open another mailbox.  Type the mailbox name (e.g., its-email) and click OK. Choose Settings (gear icon) | Calendar  
    5. In the "Shared Calendars" section, choose Calendar Publishing 
    6. On the Publish Calendar screen, select which calendar you would like to publish (e.g., Calendar) 
    7. Select the permissions for the published calendar: (Not Shared, Full Details, Limited Details, Availability Only) 
    8. Click Save 
    9. Click the left arrow next to Options to return to the Calendar. 
    10. Choose the Settings icon, click Options | Calendar | Publish Calendar.  There will be two links.  
    11. Copy the links and send those to the users whom you wish to have access.  
    12. Users will need to select the HTML link if they are not on Office 365.   
    13. Office 365 users can use either link to open the calendar in a browser or Outlook. 
11. It's also important to check the Time Zone for all newly created Room Calendars. This is accomplished in OWA. Microsoft tends to set the time zone to somewhere in Europe.

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