There are two ways to schedule shared resources in your company. Examples of shared resources are: conference rooms, vehicles, A/V equipment, guest houses, etc.

1. The easiest method is to add each resource as a separate Exchange mailbox. Then use Outlook 2000/2002/2003 to log in directly into each resource mailbox (you must setup your Outlook as that resource user temporarily) and set the Resource Scheduling options in Tools -> Options -> Calendar Options. It's a good idea to create a sample item so that you can see it while testing scheduling. Grant the Author role on the Calendar folder to the "All Users" distribution list.

   The users must book all appointments with a specific Outlook technique: On the Attendee Availability tab of a meeting request, click Invite Others to add one or more resources to the Resources box. Make sure you add them as resources. If you add them as required or optional attendees, the resources will not be automatically booked.

2. The other method is via the Public Folders. Users who want to schedule the resource make appointments directly in the public folder - they cannot make it through their own calendar! Set permissions on that folder to give Author role to the "All Users" distribution list.

   The two disadvantages of this method are that the folder resource's availability is not shown in the Meeting Planner, where you see the free/busy times for everyone else, and you cannot invite the folder resource to a meeting. You must book it directly by making an entry in its folder.