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If you are the first LAITS Team member to gain access to a Shared Resource or you create one please add DL.LAITS.O365.Admins@austin.utexas.edu to the Manager List. |
The Office365 Resource Admin Tool is furnished by ITS for creating and modifying resource accounts, often referred to as "shared mailboxes".
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At this time, access to the Office 365 Resource Admin Tool is not granted automatically to all members of DSS. Desktop Engineering will selectively grant access after appropriate training. A video of the 3/18/22 Weekly DSS Meeting that includes training from Zach can be found here. |
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Additionally, individual users and/or distribution lists can be designated a Manager, which allows them to access the O365 Resource Admin Tool and modify that resource account. Depending on the type of resource account, this may appear as "Shared Mailbox Manager", "Room Resource Manager", or "Equipment Resource Manager".
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If you are the first LAITS Team member to gain access to a Shared Resource or you create one please add DL.LAITS.O365.Admins@austin.utexas. |
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edu to the Manager List. |
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Resource Admin Tool Functions
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Requests for new resource accounts must include the following:
- Type: "room", "equipment", or "shared mailbox"
- Display Name: readable name of the resource in the Global Address List
- Can be changed at any time
- Email Address: desired email address
- Must not be an existing address
- Its not necessary to add "res" to the prefix of the name for any room or other resource. This was an old practice.
- Can use vanity email domains, e.g., @blantonmuseum.org
- Cannot be changed after creation without intervention from postmaster@utexas.edu
- Managers: EIDs of user(s) that should be granted Manager permissions
Requests Requests may also include the following, but they are not required to create the mailbox:
- Full Access users: EIDs of user(s) that should be granted Full Access permissions
- Send As users: EIDs of user(s) that should be granted Send As permissions
- Send on Behalf users: EIDs of user(s) that should be granted Send on Behalf permissions
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- Click the appropriate "Create / Delete" tool link for the requested resource type
- "Create / Delete Room" for a room resource, etc.
- In the "Create" section, begin by entering the requested email address and select the desired vanity domain, if any, from the dropdown menu
- Enter the requested display name for the new resource
- In the "Resource Manager" field, enter your EID
- You will modify the resource account after creation to include the LAITS O365 Admin distribution list (DL.LAITS.O365.Admins@austin.utexas.edu) and any Mailbox Managers requested by the user
Click the "Create" button to schedule the resource for creation
Note title Resource Creation Processing Time The creation process may take up to 30 minutes to complete, and the resource account will be at least partially inaccessible during that time.
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Depending on the type of resource account, the options for modifying the account will vary.
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*************************************************************************************************************************************************************** For all resource account types, you mustyou MUST add LAITS as a Manager. Failure to do so will prevent other LAITS staff from modifying this mailbox in the future. *************************************************************************************************************************************************************** |
To add LAITS as a Manager:
- Click the appropriate "Modify" tool link for the resource type
- Locate the desired resource from the list
- CTRL+F/CMD+F works best
- Click "Select Resource" and wait for the page to load
- Once the page has loaded, the details of the selected resource should now be displayed
- In the "Managers" section, enter the LAITS O365 Admins distribution list, DL.LAITS.O365.Admins@austin.utexas.edu
- Click "Add Manager" and wait for the page to reload
- After the page has reloaded, confirm that "DL-LAITS-O365-Admins" is in the Managers list
- If it is not in the list, repeat from step 5 until successfully added
- Continue processing the creation request
- Optionally, you may remove your own EID from the Managers list before proceeding
- If you create a Room Resource add yourself to the Full Access list and get into the Settings for the Room and check the Time Zone. Its often incorrect. Set to Central Time US.
Common Resource Options
Each resource account type has a section titled "Mailbox Permissions". This is where individual users can be granted any requested access.
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Users must already have an Office 365 mailbox of their own in order to be granted access to a resource account. You If they do not currently have a mailbox, you will receive an error message when attempting to add them if they do notgrant them access. |
For each requested user:
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If the user needs to retain the existing resource account data, contact postmaster@utexas.edu with all relevant details, including at least the existing resource account email address and the desired email address.
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Related Processes
Publishing Room/Equipment Resource Calendars
Room/equipment resources' calendars can also be "Published", which creates an HTML or ICS link to the calendar. This also publishes the calendar on the web and allows people who have the URL to view it live.
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