Meeting Requests

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Guest

We have implemented Outlook 2003. When one of the secretaries makes a
meeting request of a number of people, she gets a copy of the request for
every single person in her inbox. She then gets a copy of the replies they
make.

Furthermore the other secretaries get these messages too.

I'm not sure what configuration was done to achieve this, but we don't want
it. What we want is for the meeting request to go out, for no copies of the
request to go to anyone other than those who are supposed to be at the
meeting, and replies these attendees make to go only to the individual who
sent the initial meeting request.
 
Paul:

Based on the behavior you are describing, it almost sounds like all the
secretaries serve as delegates to all (or at least multiple) managers. Here
are a few things to check:

On a computer of any of the managers, launch Outlook and do the following:

1. Go to Tools, Options, Delegates
2. If there is a check next to Send meeting requests and responses only to
my delegates, not to me (at the bottom), remove it.
3. Highlight each delegate and click Permissions
4. If there is a check for Delegate receives copy of meeting related
requests sent to me, remove it.

OK out and see if that fixes it.

A better option might be to set up each delegate so they can see the Inbox
of the manager(s) they support in the Folder List. Then they can be in the
manager's Inbox and respond to meeting requests on behalf of the manager
without getting all those notices. If you need help on how to set that up,
just write back and let me know.

Good luck!

tbgg
TrueBlueGeekGirl
 
Actually, I probably could use some help setting up the ability to see
other's in the folder list. I used to be able to do it in Outlook 2000 and
below, but it's just not behaving the same way the newer versions of Outlook.

Paul
 
Yeah, it took me a while to figure out how to make things work in Outlook
2003, especially.

The first thing you have to do is make sure the permissions are set on the
managers' calendars. For that piece of it, do the following:

1. Set the delegate permissions for each manager as desired using Tools,
Options, Delegates. Most people know to do this. It's the next part that I
commonly have to do for folks because they forget about it.

2. For each manager, right-click on the manager's mailbox (the top level
above Calendar, Inbox, Tasks, etc.) and select Properties for <manager name>

3. Go to the Permissions tab. Depending on how the managers share their
calendars, you need to, at a minimum, make sure the delegates appear
individually in this list with whatever their delegate level permissions are.
In our org, they are most frequently Editors, so if that's also the case
with your org, make them Editors here. If you don't do this step, the
delegates will get an "access denied" error after we've done the next step.

Now, go to the delegate(s)' computer(s) and open Outlook. Do the following:
1. Go to Tools, Email Accounts.

2. Make sure the radio button is set for View or Change Existing Email
Accounts and click Next.

3. Make sure Microsoft Exchange Server is highlighted and click Change.

4. Click More Settings.

5. Click the Advanced Tab.

6. Under Mailboxes, click Add.

7. Type in the username for a manager and click OK.

8. Repeat steps 6-7 for any other managers whose Inbox/Calendar, etc the
delegate needs to see.

9. OK out.

Now when you come back to the delegates' inboxes, they should see their
managers appear in the Navigation pane on the left. I like to tell delegates
to use the Folder List view, because then they can see the managers'
Calendar, Tasks, etc, in addition to just the email Inbox.

Good luck, and let me know if that works for you.

tbgg
TrueBlueGeekGirl
 
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