Managing resource and group accounts in Exchange

From Provider Notes

To learn about sharing calendars, managing resource and group accounts in an Exchange environment, follow the instructions below.

For additional information about ISC's Exchange Service, visit the Provider web page for Exchange.

Contents 1 Introduction 2 Penn-specific instructions for managing resource and group accounts 2.1 Setting full access rights 2.2 Managing resource and group accounts in Outlook 2003 2.3 Managing resource and group accounts in Outlook 2007 2.4 Managing resource and group accounts in Entourage

Introduction

From an account management standpoint, resource and group accounts are different from regular Exchange accounts. In the first case, a resource account may be tied to a particular resource (such as a conference room) for scheduling purposes and may not necessarily denote an individual. In the second case, a group account may be used as a "group e-mail address" in which one or more persons may have access to the e-mail or calendaring information contained in that account. Both resource and group accounts will always have at least one owner or an individual with full rights access to the account.

As with regular accounts, resource and group accounts may have their calendar information shared, or have delegate access assigned to users.

Group accounts can be configured and accessed in Outlook, Outlook Web Access, or Entourage by supplying the group account's KITE (Exchange) credentials.

One important aspect about a resource account is that it cannot be logged into directly with its own KITE (Exchange) credentials. A resource account is always linked (via ownership, or full access rights) to another valid Exchange account. In this regard, the following steps should be followed to set access for resource accounts, although the procedure is applicable to, and recommended for, group accounts as well.

Penn-specific instructions for managing resource and group accounts

Setting full access rights

1. It is necessary for a manager of a resource or group account to have full access rights to that account. Additionally, in order for a manager to grant other users permission to modify the resource, that individual should be designated as an owner of the resource account. This can be set accordingly at the Exchange account management for administrators page.
2. Authenticate to the account management page with your PennKey and password.
3. In the left sidebar, click the Admin Access link. You are prompted for the account name to modify.
4. Enter the account name and click Select PennKey.
5. To assign full access rights, enter the account name of the individual who will manage the account, in the field marked User with Full Access Rights. For more than one manager of the account, provide additional account names separated by commas.
6. Click Update Access Rights. The account names you entered now have full access rights to this account. A new profile should now be created to manage this account (see below).

Managing resource and group accounts in Outlook 2003

1. Ensure you have set full access rights and are the account owner, for the account you wish to manage.
2. Launch Outlook 2003.
3. In the left pane, click the Calendar tab.
4. In the left pane, click Open a Shared Calendar...
5. In the Open a Shared Calendar window, enter the name of the resource or group account you wish to manage. Click the Name... button if you need to search for the account in the Global Address List.
6. Click OK. The calendar appears for the account you specified under the Other Calendars section.
7. In the left tab, right-click the calendar account selection and choose Properties.
8. Click the Permissions tab.
9. Click the Add... button
10. From the Add Users button, find the account(s) to which you would like to permit access, then click Add.
11. Select the account to modify, and then select the level of access in the Permissions area. You can select pre-defined permissions by making a selection in the Permission level: drop-down, or customize access by making appropriate checkbox or radio button selections (Create Items, Read Items, Edit Items, Delete Items, etc.) for that particular account.
12. Click OK when you are finished setting access to this account.
13. Now the account(s) you permitted access can view and/or modify the calendar information on this account. For example, if this were a resource account for a conference room, the individual can now view (or modify if you granted access) this account's calendar by selecting it from the Global Address List.

Managing resource and group accounts in Outlook 2007

1. Ensure you have set full access rights and are the account owner, for the account you wish to manage.
2. Launch Outlook 2007.
3. In the left pane, click the Calendar tab.
4. Under People's Calendars, click Open a Shared Calendar...
5. In the Open a Shared Calendar window, enter the name of the resource or group account you wish to manage. Click the Name... button if you need to search for the account in the Global Address List.
6. Click OK. The calendar appears for the account you specified.
7. In the left tab, right-click the calendar account selection and choose Properties.
8. Click the Permissions tab.
9. Click the Add... button
10. From the Add Users button, find the account(s) to which you would like to permit access, then click Add.
11. Select the account to modify, and then select the level of access in the Permissions area. You can select pre-defined permissions by making a selection in the Permission level: drop-down, or customize access by making appropriate selections in the Read, Write, Delete items, and Other areas for that particular account.
12. Click OK when you are finished setting access to this account.
13. Now the account(s) you permitted access can view and/or modify the calendar information on this account. For example, if this were a resource account for a conference room, the individual can now view (or modify if you granted access) this account's calendar by selecting it from the Global Address List.

Managing resource and group accounts in Entourage

A separate profile from your default Entourage profile must be created in order to fully manage a resource or group account. Also, ensure you have set full access rights and are the account owner, for the account you wish to manage. Follow the instructions below to create a new Entourage profile to manage a resource or group account.

1. From Mac OS, launch Entourage 2004.
2. From the Entourage menu, choose Switch Identity...
3. In the Enourage window, click New... to create a new identity.
4. In the Identity name: field, supply a descriptive name for the account you will manage, then click OK.
5. In the Entourage Setup Assistant window, select the I want to start using Entourage without importing anything window, then click the right arrow.
6. In the E-mail address: field, enter accountname@exchange.upenn.edu where accountname is the name of the resource or group account which you are managing.
7. Click the My account is on an Exchange server checkbox.
8. Supply your KITE (Exchange) credentials in the appropriate fields: be sure to enter KITE in the Domain: field. Click the right arrow.
9. Ignore any warnings about failed automatic configuration, then click the right arrow.
10. In the Exchange server: field, enter outlook.exchange.upenn.edu
11. Optionally enter directory.upenn.edu in the LDAP server: field.
12. Click the Use SSL for these servers checkbox.
13. Skip the option to verify account settings, and click the right arrow.
14. In the Account name: field, enter a descriptive name for the account you are managing, then click Finish.
15. Click the Calendar icon in the left pane. Look in the left pane for a network Calendar icon with the same descriptive name you used in the preceding step. Wait for Entourage to synchronize and update your calendaring information with the Exchange server.
16. Control-click the network Calendar icon in the left pane, then choose Folder Properties.
17. Click the Permissions tab.
18. Click Add User...
19. Click Advanced... Enter KITE in the Domain: field and enter the account name you wish to grant access in the Account ID: field. Important: Due to a peculiar bug with Entourage, you must use the Advanced... dialog box to enter account names to which you would like to grant access. Attempting to do so from the previous Select User screen will not work.
20. Select the account to modify, and then select the level of access in the Permissions area. You can select pre-defined permissions by making a selection in the Permission level: drop-down, or customize access by making appropriate checkbox or radio button selections (Create Items, Read Items, Edit Items, Delete Items, etc.) for that particular account.
21. Click OK when you are finished setting access to this account.
22. Now the account(s) you permitted access can view and/or modify the calendar information on this account. For example, if this were a resource account for a conference room, the individual can now view (or modify if you granted access) this account's calendar by selecting it from the Global Address List.
23. To return to your default identity (your regular e-mail and calendar, not the resource or group account), use the Switch Identity... command in the Entourage menu, then select your default identity.