Collaboration Services Requests

Through this website you can request, change, or delete a Calendar Resource, Public Group/Distribution List, Organizational Mailbox, SharePoint Site, or Microsoft Teams.

https://www.it.northwestern.edu/secure/forms/collab-resource-request.html

When requesting one of the available resources select the "New", "Change", or "Delete" option at the bottom of the page. Then select the required resource.

Public Group / Distribution List

Pre-defined groups of Collaboration Services accounts that can be used for communications or for access control. 

Public Group - A Microsoft 365 group is different from a contact group (formerly called a distribution list). A contact group is a set of email addresses that you can use to send an email message or meeting invitation to everyone at once.

Distribution List - Use a distribution list to send an email to multiple people—a project team, a committee, or even just a group of friends—without having to add each name to the To, Cc, or Bcc line individually. 

Required information when requesting a new Public Group or Distribution List.

  • Type of Request - Administration or School
    • Select this based on your department
  • Requested Exchange GAL Display Name
    • Choose this based on how you would like your resource to appear in the Global Address List search
  • Email Address of Manager
    • This should be your direct manager or the manager of the "owner" (see below)
  • Owner NetID
    • This should be the person managing the resource. They will need to make all future request regarding changing or deleting this resource.
  • Viewable in Global Address List (GAL) - Yes or No
    • Determines if it is searchable or if the user must know the name of the resource already to find it.

Room

Meeting rooms that can be reserved in the Collaboration Services calendar. If you have a conference room that everyone needs to use, then you need to come up with a way to make those resources reservable to everyone. The best way to do that is to create a room mailbox in Microsoft 365 for each resource. You might create one for your first floor conference room, a classroom, or an office space.

Required information when requesting a new Room:

  • Street, Floor, Room, City
    • Required information that should be based on the Room's physical location
  • Requested Exchange GAL Display Name
    • Choose this based on how you would like your resource to appear in the Global Address List search
  • Email Address of Manager
    • This should be your direct manager or the manager of the "owner" (see below)
  • Owner NetID
    • This should be the person managing the resource. They will need to make all future request regarding changing or deleting this resource.
  • Viewable in Global Address List (GAL) - Yes or No
    • Determines if it is searchable or if the user must know the name of the resource already to find it.
  • Select Required Rules
    • Allow Conflicting Meetings - Can this resource be double booked?
    • Allow Repeating Meetings - Can someone setup a reoccurring meeting?
    • Allow Scheduling Only During Working Hours - Is this resource available outside of business hours?
    • Forward Booking Requests to Owner - Does use of this room require approval by the owner?
  • Specify whose booking requests will be automatically approved - All Users or Selected users
    • Determines if this resource is available to anyone or only a select group. Selected users can be none.
  • Specify whose booking requests will be approved by delegate - All Users or Selected Users
    • Similar determines if this resource is available to anyone or only a select group. Selected users can be non
    • Delegates can be added after the resource is created the same way you would add a personal Delegate.

Resource / Equipment

Departmental calendars, or shared equipment, such as laptops or projectors that can be reserved in the Collaboration Services calendar. If you have a projector, computer or lab equipment that everyone needs to use, then you need to come up with a way to make those resources reservable to everyone. The best way to do that is to create an equipment mailbox in Microsoft 365 for each resource.

Required information when requesting a new Resource or Equipment:

  • Requested Exchange GAL Display Name
    • Choose this based on how you would like your resource to appear in the Global Address List search
  • Unique ID - Used for uniqueness
    • Used in situations where there may be more than one similarly named Resource or Equipment. Select 1 if there is only one.
  • Email Address of Manager
    • This should be your direct manager or the manager of the "owner" (see below)
  • Owner NetID
    • This should be the person managing the resource. They will need to make all future request regarding changing or deleting this resource.
  • Viewable in Global Address List (GAL) - Yes or No
    • Determines if it is searchable or if the user must know the name of the resource already to find it.
  • Select Required Rules
    • Allow Conflicting Meetings - Can this resource be double booked?
    • Allow Repeating Meetings - Can someone setup a reoccurring meeting?
    • Allow Scheduling Only During Working Hours - Is this resource available outside of business hours?
    • Forward Booking Requests to Owner - Does use of this room require approval by the owner?
  • Specify whose booking requests will be automatically approved - All Users or Selected users
    • Determines if this resource is available to anyone or only a select group. Selected users can be none.
  • Specify whose booking requests will be approved by delegate - All Users or Selected Users
    • Similar determines if this resource is available to anyone or only a select group. Selected users can be non
    • Delegates can be added after the resource is created the same way you would add a personal Delegate.

Organizational Mailbox

A full Mailbox and calendar that can be shared between individuals in a department or school that does not require a full NetID. A shared mailbox makes it easy for a group of people to monitor and send email from a public email alias like exampleemail@northwester.edu. When a person in the group replies to a message sent to the shared mailbox, the email appears to be from the shared address, not from the individual user. You can also use the shared mailbox as a shared team calendar.

 Required information when requesting a new Organizational Mailbox:

  • Requested Exchange GAL Display Name
    • Choose this based on how you would like your resource to appear in the Global Address List search
  • Requested Exchange/Public Email Address
    • Please specify what you would like the email address to be.
  • Email Address of Manager
    • This should be your direct manager or the manager of the "owner" (see below)
  • Owner NetID
    • This should be the person managing the resource. They will need to make all future request regarding changing or deleting this resource.
  • NetIDs needing Send As rights
    • Who should be able to send emails from this account. "Send as" permissions grant the ability to send as a specific mailbox from Outlook and from OWA. Please make sure to include the Owner in this list if necessary.
  • NetIDs needing Full Access permissions
    • These are users who need to directly sign in to a mailbox by using Outlook or Outlook Web Access (OWA) and then add that mailbox as a secondary mailbox in Outlook. However, full access permissions do not let the user send as or send on behalf of the mailbox. Those permissions are granted separately. Please make sure to include the Owner in this list if necessary.
  • Viewable in Global Address List (GAL) - Yes or No
    • Determines if it is searchable or if the user must know the name of the resource already to find it.

SharePoint Site

SharePoint provides document management, sharing solutions, and workflow to automate processes with extensive collaboration abilities. A SharePointteam site connects you and your team to the content, information, and apps you rely on every day. For example, you can use a team site to store and collaborate on files or to create and manage lists of information. On a team site home page, you can view links to important team files, apps, and web pages and see recent site activity in the activity feed.

Required information when requesting a new SharePoint Site:

  • Requested Site Display Name
    • This should be the name of the group or team that will be using the SharePoint Resource
  • Requested Site Abbreviation
    • This is to shorten the URL created for the site since there is a limit to how long a URL can be. For example if I name my site “Collaboration Services” I may want an abbreviation of “Collab” where my url would be https://nuwildcat.sharepoint.com/sites/NUIT-Collab instead of https://nuwildcat.sharepoint/com/sites/NUIT-Collaboration%20Services
  • Local IT Contact Name
    • Your local tech support contact if you have one. This can be marked N/A if you rely on organizational IT such as NUIT or Feinberg IT.
  • Requester Name
    • Your name or the name of the user you are requesting this resource on behalf of
  • Site Collection Primary Owner NetID
    • Every SharePoint site requires at least one site collection owner.  This person will have full access to the site and will be allowed to add/remove site owners and will be responsible for the site.
  • Site Collection Secondary Owner NetID
    • A secondary owner for the site.  Same level of access as the primary owner.  

Microsoft Teams with SharePoint Site

https://www.it.northwestern.edu/collaborate/ms-teams/team-types.html

If you have a SharePoint site already, you also have the option to link your Existing SharePoint documents to a new team. A new Team includes a SharePoint site by default.

Required information when requesting a new SharePoint Site:

  • Are you a SharePoint Site Owner? - Yes or No
    • If Yes, this will give you the option to link the existing SharePoint to a new Microsoft Team
      • Classification and membership will follow existing SharePoint Site setttings
    • If No, please be aware that creating a Team an associated SharePoint Site will be created
  • Team Display Name
    • How you would like your Team name to be displayed in the Teams app
  • Owner NetID
    • This person will have full access to the Team and the SharePoint site and will be allowed to add/remove Team members, site owners and will be responsible for the site.
  • Classification - Staff Members or Classes
    • Please refer to the link above (Team Types)
  • Team Membership - Public or Private
    • Determines if the Team is invite only or if any member of your organization can join




Keywords:Office 365, Organizational, Email, Calendar, Team, Teams, Resource, Public, Group, Distribution List, Mailbox, SharePoint, Microsoft   Doc ID:109321
Owner:Daniel M.Group:Northwestern
Created:2021-02-23 14:55 CDTUpdated:2021-03-15 10:40 CDT
Sites:Northwestern
Feedback:  2   0