Office 365 (Outlook on the web | Outlook for Windows/MacOS) - Invite a Resource Calendar

This document will provide you with the basic information you will need to invite a resource calendar to an event. These instructions assume that you have been granted invite/scheduling permissions to an Office 365 resource. If you have problems inviting the resource, or are not sure what permissions you have been granted, contact the owner of the resource. If you do not know the resource owner, contact the DoIT Help Desk.


Select your client below:

  •  Invite a resource calendar in Outlook on the web:
      1. Log into Office 365 account via Outlook on the web.

      2. Go to your Calendar.

      3. Click the New event button or use these instructions to start the meeting process.

        New Event Button

      4. Add the desired attendee(s) and room/resources you want to invite within the "People" field. Note: The availability of each attendee/room will be listed under the attendee's address.

        room invitation

      5. Enter the desired information within the rest of the event details and click Send button to initiate the event request.

        Note: Depending on how the resource was configured, your invitation will be manually accepted/declined by the owner/delegate of the resource, or it will be automatically be processed.



  •  Invite a resource calendar in Outlook for Windows:
      1. Start Outlook.

      2. Go to "Calendar".

        Calendar icon

      3. Create a new event or modify an existing event or use these instructions.

      4. If the Required... field/button is not visible, click the Invite Attendees button located within the ribbon bar.

        invite attendees button

      5. If you know the email address of the resource, place the cursor within the "Required..." field and enter the email address of the resource and click the tab key. The email address will be replaced by the resource name. Plus, if the resource is a room, the name of the resource will also be populated within the "Location" field. Continue to step 11.

        required field

      6. Otherwise, within event edit screen, click Required... button.

        1. Within the 'Select Attendees and Resources: Global Address List' screen, place the cursor within the search field start typing the name of the resource. Note: The search feature only searches from the beginning of the resource name. If you enter a word/term which is not from the start of the name, the resource will not be returned.

          search screen

        2. Click Enter key or click on the Go button. You will be shown a list of all the resources which matched the search term you entered.

        3. Double-click on the resource from within the returned list. It will be added to the Required field. Repeat this process for any other user/resource you want to invite.

          search screen action

        4. Click OK button. You will be returned to the event edit screen.

      7. Enter the desired information within the rest of the event details and click Send button to initiate the event request. Note: You may want to use the Scheduling Assistant top menu selection to verify if all the attendees, including the resource(s) you included are free during the time you are planning this event for before sending out the invitation.

        Note: Depending on how the resource was configured, your invitation will be manually accepted/declined by the owner/delegate of the resource, or it will be automatically be processed.



  •  Invite a resource calendar in Outlook for Mac:
      1. Start Outlook.

      2. Go to "Calendar".

      3. Create a new event or modify an existing event using these instructions.

      4. If the To... field is not visible, click the Invite button located within the ribbon bar.

        Invite Button

      5. Within event edit screen, click the Address Book icon to the right of the "To..." field.

      6. In the Search field start typing the name of the resource.

        Note: The search feature only searches from the beginning of the resource name. If you enter a word/term which is not from the start of the name, the resource will not be returned.

        address book search screen

      7. The name should automatically show up if the resource exists. To add it as a resource:

        Click on the account name then select the Resource button in the lower right.

        Resource Button

      8. The resource will then populate the To: and Location: fields.

        Resource shown in To and Location Field

      9. Repeat the process for any further resources. Close out of the search window when you are finished adding attendees.

      10. Enter the desired information within the rest of the event details and click Send button to initiate the event request.

      11. Note: Depending on how the resource was configured, your invitation will be either manually accepted by the owner or delegate of the resource, or it will be automatically accepted.

See Also:




Keywords:microsoft office365 o365 outlook web proplus pro plus 2016 2019 windows mac invite invitation schedule scheduling resource resources account calendar owner none contributor reviewer non-editing author publishing editor editor publishing author author custom availability only limited details full details editor delegate rooms vacation equipment project conference   Doc ID:63454
Owner:Ara M.Group:Office 365
Created:2016-05-17 11:23 CSTUpdated:2019-08-12 12:19 CST
Sites:DoIT Help Desk, DoIT Tech Store, Office 365, UW Platteville
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