Resource Account Basics

Manager Permissions

Individual users and/or distribution lists can be designated as Managers, granting them access to the O365 Resource Admin Tool to modify the resource account. There are three types of resource accounts that can be created, and depending on the type of resource account, this role may appear as:

• Shared Mailbox Manager

• Room Resource Manager

• Equipment Resource Manager

Managers have the ability to make changes to the resource account settings, ensuring efficient management and utilization of resources.

• Office 365 Resource Admin Tool is a "How To" guide for staff & faculty. It describes the process for creating and modifying resource accounts, often referred to as "Shared Mailboxes".

Access Permissions for Shared Mailboxes

There are three levels of access to a resource account that can be granted to a user:

1. Full Access: This permission allows a user to open the mailbox and view the mailbox and calendar associated with the resource account. This does not allow the user to send messages from this mailbox. Consider this "read-only" access to the resource account.

2. Send As: Allows a user to send email as if they are the resource account.

3. Send on Behalf: Allows a user to send email on behalf of the resource account. The "From" line in the email message will display both the resource account and the user who sent the message.

   1. example: "john.doe@austin.utexas.edu on behalf of LAITS@austin.utexas.edu".

Steps to Create a New Resource Account

1. Log into the Office 365 Resource Admin Tool

Open

Creating a New Resource | Shared Mailbox

1. Click the appropriate "Create / Delete" tool link for the requested resource type

   1. "Create / Delete Shared" for a Shared Mailbox

   2. "Create / Delete Room" for a Room resource

   3. "Create / Delete Equipment" for a tool, equipment or gear

2. In the Create / Delete Pane, begin by entering the desired email address and select the desired vanity domain from the dropdown menu (the default is @austin.utexas.edu).

3. Enter the requested Display Name for the new resource

4. In the "Resource Manager" field, enter your EID

5. Click the "Create" button to schedule the resource for creation

Open

Process for Modifying Resource | Shared Mailbox

Modify an Existing Resource Account

Add/Remove Users

Users can be granted permissions or have them revoked as needed.

1. Click the appropriate "Modify" link for the type of the existing resource account.

2. Select the existing resource account from the list and click "Select Resource".

3. If adding a new user or granting additional permissions for a user:

   1. Enter their EID in the text field near the bottom of "Mailbox Permissions".

   2. Click the corresponding "Add to" button for their requested access. It will take a moment for the change to process, after which the page will refresh.

   3. After the refresh, confirm that the user is now listed in the appropriate section of "Mailbox Permissions".

   4. Repeat this process for each access type requested for this user

4. If removing a user or revoking specific permissions:

   1. In the "Mailbox Permissions" section, locate and select the user in the list corresponding to the specified access type.

   2. Click "Remove User". It will take a moment for the change to process, after which the page will refresh.

   3. After the refresh, confirm that the user is no longer listed for that access.

   4. Repeat this process for each access type to be revoked for this user.

Open

Add LAITS as a Shared Mailbox Manager

1. Click the appropriate "Modify" tool link for the resource type.

   1. Modify Shared

2. Locate the Shared Mailbox from the list.

   1. CTRL+F/CMD+F works best

3. Click "Select Resource" and wait for the page to load.

4. Once the page has loaded, the details of the selected resource should now be displayed.

5. In the "Managers" section, enter the LAITS O365 Team, DL.LAITS.O365.Admins@austin.utexas.edu

6. Click "Add Manager" and wait for the page to reload.

Change Display Name

Modifying the display name of an existing resource account is trivial and can be done at any time.

1. Click the appropriate "Modify" link for the type of the existing resource account.

2. Select the existing resource account from the list.

3. In the "Resource Display Name" or "Shared Mailbox Display Name" section, enter the desired display name.

4. Click "Save Display Name Changes".

Change Resource Account Email Address

We do not recommend changing the shared resource email address, as it is a complex process that can only be performed by the ITS Mail Team. It is generally easier to delete the shared mailbox and recreate it with a new address.

Room and Equipment Resource Options | Room Booking

Enhanced Calendar Functionality

Room and equipment resources come with additional calendaring functionalities, specifically "Calendar Booking Options" and "Booking Delegates."

Calendar Booking Options

1. Default

• All incoming calendar requests are marked as "tentative," awaiting direct approval from the resource account login.

2. Delegate Approval for All Requests

• All incoming calendar requests are marked as "tentative," pending direct approval or delegate approval.

3. Delegate Approval Only for Out-of-Policy Requests

• Incoming calendar requests that comply with the resource account's policies are automatically approved. Requests that do not comply require direct or delegate approval.

4. Automatically Approve All

• Incoming calendar requests are automatically approved on a first-come, first-served basis.

5. Manual

• No automatic processing is performed for this calendar.

6. Custom Settings

• This option is disabled by default. If required, contact postmaster@utexas.edu.

The "Booking Delegates" section allows individuals, added by EID, to perform the delegate functions described above.

Related Processes for Room and Equipment Calendars

Publishing Room | Equipment Resource Calendars

Room and equipment resource calendars can be "Published," generating an HTML or ICS link. This action makes the calendar accessible on the web, allowing anyone with the URL to view it in real-time.

To publish a resource account calendar:

1. Login to the Outlook Web App (OWA).

2. Click your name in the upper-right and choose "Open another mailbox".

3. Enter the name of the resource, or its email address, and click "OK".

4. When the mailbox has loaded, click the gear icon in the upper-right to open the "Settings" sidebar.

5. Search for "publish a calendar".

6. In the dialog that appears, under "Publish a calendar", select the calendar you wish to publish from the dropdown menu.

7. Select the desired permissions for the published calendar.

   1. Can view when I'm busy

   2. Can view titles and locations

   3. Can view all details

8. Click "Publish", and wait a moment for the request to be completed.

9. The newly-published calendar will appear below the calendar-selection dropdown, along with an HTML and ICS link.

10. Distribute either link to the desired individuals.