it.ucsf.edu

Managing a Resource Account

mark bering's picture

To access the functions to fully manage a resource account require using a profile set up in the full Outlook desktop client and by logging into the resource using the Outlook Web Access client (OWA).

Note: Direct access to resource accounts is disabled by default. If you want to be able to manage delegate permissions and publishing the calendar, please note that in your resource account creation request.

From the Outlook Desktop Client

Use the full Outlook desktop client to set up the resource account delegate permissions.

NOTE: To prevent accidental corruption or loss of resource account events,
it is strongly recommended that there be only one account delegate at a time.

  1. Launch Outlook;
  2. Click on the Profile name drop-down menu;

 

  1. Select the resource account from Profile name drop-down menu;
  2. Click the OK button;

 

  1. When prompted, enter the resource account username and password
    (place the correct domain {UCSFMC, SOM, UDAR or Campus}
    in front of the username, using the domain\username format);
  2. Click the OK button;

 

  1. When Outlook opens, click on the File menu tab;
  2. Select Account Settings from within the Info function;
  3. Select Delegate Access from the drop-down menu;

 

  1. Click on the Add button to set up someone as the resource account delegate;

 

  1. Enter the name of the account delegate into the GAL Search field
    (use the standard lastname, firstname format for the GAL search);
  2. Double-click on the name of the account delegate from the GAL listing
    (or select the name of the delegate from the GAL listing and click the Add button);
  3. Click the OK button;

 

The Delagate Permissions window will appear.

  1. Select the appropriate permissions for the delegate;
  2. Click the OK button;

The delegate that you added will appear in the listing in the Delegates window.

  1. Click the OK button;

 

You have successfully set up the resource account delegate.

  1. Quit out of Outlook.

 

From the Outlook Web Access Client

  1. Launch your web browser application; IE, Firefox or Safari;
  2. Go to https://mail.ucsf.edu;
  3. Log directly into the resource account using the account username and password
    (select the correct domain {UCSFMC, SOM, UDAR or Campus}, using the domain\username format);
  4. Click the Sign in button;

  1. Once you have logged into the account, select the Options menu
    from the upper right-hand corner of the OWA window;

 

  1. From the drop-down menu, select "See All Options...";

 

You will be presented with two columns; Scheduling Options and Scheduling Permissions.
The scheduling options place restrictions on how  resource can booked. The scheduling
permissions allow you to control access to scheduling the resource.

  1. Choose the Settings function from the left-hand menu;
  2. Scroll down to the bottom of the page;

Enter a customized response message that will be sent out when the resource is booked.

  1. When you have set up your resource permissions, click the Save button;
  2. Click the Sign out button to log out of the resource account.

 Publishing the Resource Calendar

  1. Launch your web browser application; IE, Firefox or Safari;
  2. Go to https://mail.ucsf.edu;
  3. Log directly into the resource account using the account username and password
    (select the correct domain {UCSFMC, SOM, UDAR or Campus}, using the domain\username format);
  4. Click the Sign in button;

 

  1. Click on the Calendar option to open the resource calendar;
  2. Click on Share in the menu bar;
  3. Select "Publish This Calendar to Internet...";

 

The Calendar Publishing window will open.

  1. Choose the level of Publishing detail;
  2. Choose the number of months or your resource calendar to publish;

 

  1. Choose the Access level;

 

  1. Click the Start Publshing button;

 

After you click the Start Publishing button, you will be provided two Calendar Links.

  1. Click the Save button to exit the calendar publishing window.