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Email and calendar

Resource calendars are a great way for UVic faculty and staff to manage their department's shared rooms or equipment. They make it easier for your department to check availability and reserve rooms and resources.

Examples include:

meeting rooms
shared office space
research lab equipment
vehicles
department loaner computers

UVic employees and students can view resource calendars. Only UVic employees can request new ones.

If you're looking for a shared calendar and email address attached to your Microsoft Team or SharePoint site, check out Microsoft 365 Groups.

Using a resource calendar

You can easily reserve the room or piece of equipment by adding the resource calendar in a meeting request as a required attendee. You can check availability using the Scheduling Assistant in your Outlook meeting.

We recommend setting the calendar to auto-accept meeting invites if possible. If you can't auto-accept invites, resource calendars do have a mailbox attached to them for manually accepting booking requests. Don't send emails from this account, just use it to Accept or Decline meeting invites.

If you have a room resource, don't book your meetings directly in the calendar. Add it as a meeting attendee instead. If you book directly in the calendar then everyone with access to the room resource will be able to read your meeting information.

If you need to update the sharing permissions of your resource calendar, contact your IT Support.

For detailed instructions on how to use resource calendars, see Microsoft Support article: Use room and equipment mailboxes.

Request a resource calendar

Resource calendars have no cost and are available to UVic employees. Please include the following information in your request:

your department name
is it a room or equipment calendar?
proposed display name of the calendar (example: Jamie Cassels Centre Room 123)
do you want reservations to auto-accept or do you want to manually approve all booking requests?
- if you want manual approvals, we'll need to know the NetLink IDs of anyone who will be accepting or declining booking requests.