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Customizable meeting request

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Customizable meeting request - 8.Jul.2008 3:03:06 PM

Tallarico

Posts: 3
Joined: 8.Jul.2008
Status: offline

We have a requirement that everyone send a department-wide meeting request when they are out of the office.

As you can imagine people often send these meetings with unecessary reminders or block off large portions of users' calendars.

I'd like to configure something that hard-sets the free/busy time and reminder settings for these meetings. It would also automatically show up on the calendar.

Ideally the solution would do this:
Be auto accepted by recipients
Show up as an "All Day Event"
"Show Time as Free"
No Response Requested
No reminder
SubjectLine "OOO - $organizer"

Any help is much appreciated!

Post #: 1

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RE: Customizable meeting request - 8.Jul.2008 3:52:39 PM

mark@mvps.org

Posts: 3785
Joined: 9.Jun.2004
From: Philadelphia PA
Status: offline

That makes no sense. You're inviting eveyone to a "meeting" to tell them that the organizer is on holiday? You might not have meant that but it's what you've said.

What is the business actually trying to achieve?

_____________________________

Mark Arnold (Exchange MVP)
List Moderator

(in reply to Tallarico)

Post #: 2

RE: Customizable meeting request - 8.Jul.2008 4:40:26 PM

Tallarico

Posts: 3
Joined: 8.Jul.2008
Status: offline

It's one of those executive mandates as a reaction to people being unavailable and not telling the team, but it actually does make sense.

Every user has on their calendar a list of "All Day" events indicating whether someone is working from home or out. When properly configured the meetings hover above the day in Outlook calendar without blocking out the recipient's time.

Problem is people will forget to shut off "reminders", or not mark the item as an "All Day Event", so it actually blocks time on the recipients' calendars. Creating a custom form came to mind, but I would still need it to auto-accept and meet the critieria in the first post.

Other options (e.g. shared calendars and resources) were considered and discarded.

(in reply to mark@mvps.org)

Post #: 3