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Resource Account Basics
Resource Types
There are 3 types of resource accounts that can be created
- Room
- Equipment
- Shared Mailbox
Access Permissions | Shared Mailbox
There are 3 levels of access to a resource account that can be granted to a user
| Type | Description |
|---|---|
| Full Access | Users with this permission can 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. |
| Send As | Users with this permission can send emails from the email address associated with the resource account. |
| Send on Behalf | Users with this permission can send emails via the email address associated with the resource account, with an additional detail noting which user wrote the content of the email, e.g., "john.doe@austin.utexas.edu on behalf of LAITS@austin.utexas.edu". |
Manager Permissions
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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How to create New Resource Accounts
Log into the Office 365 Resource Admin Tool https://www.austin.utexas.edu/O365AdminTools/Welcome
Contact LAITS (512-471-5000) if you're unable to access this URL
Process for Creating New Shared Mailbox
Resource Creation
- Click the appropriate "Create / Delete" tool link for the requested resource type
- "Create / Delete Shared" for a Shared Mailbox
- "Create / Delete Room" for a Room resource
- "Create / Delete Equipment" for a tool, equipment or gear.
- 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).
- Enter the requested Display Name for the new resource
- In the "Resource Manager" field, enter your EID
- Click the "Create" button to schedule the resource for creation
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The creation process may take up to 30 minutes to complete, the resource account will be at least partially inaccessible during that time. |
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Process for Modifying Resource | Shared Mailbox
Modifying an Existing Resource Account
Add/Remove Users
Users can be granted permissions or have them revoked as needed.
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Add LAITS as a Shared Mailbox Manager
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Change Display Name
Modifying the display name of an existing resource account is trivial and can be done at any time.
- Click the appropriate "Modify" link for the type of the existing resource account
- Select the existing resource account from the list
- In the "Resource Display Name" or "Shared Mailbox Display Name" section, enter the desired display name
- Click "Save Display Name Changes"
Change Resource Account Email Address
We do not recommend changing the shared resource email address. This is a non-trivial change, and can ONLY be performed by the ITS Mail Team. It's easier to delete the shared mailbox & recreate it with a new address.
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Room and Equipment Resource Options | Room Booking
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Post creating: its important to add yourself to the Full Access list for a Room. Then open it in OWA - Open another mailbox - Enter name of resource - Ok - open Settings for the Room and check the Time Zone. Its often incorrect. Set to Central Time US. |
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Any individuals added as Booking Delegates will need to also have Full Access permissions for the resource. Without this, they will be unable to see or interact with the resource's calendar. |
Related Processes for Room and Equipment Calendars
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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