Create rule that determines if an appointment resource is in conflict with existing use and send meeting organizer a note to that effect.

Posted on 2005-03-29
Medium Priority
Last Modified: 2010-04-08
I have a resource confernece room in which people will double book meetings. This mailbox is managed by an admin assisstant who get a message everytime a meeting or appointment schedules.  I would like to have a rule running that will autmatically decline meetings that are a double booking of the meeting room with a standard reply.

The resource is implemented as a mailbox that all team members have access to create new applointments but can only delete their own appointments.

Can you help.

I see that the Information on a meeting notince will tell me if the meeting is in conflict with an existing meeting but I don't know how to access that info in a rule.

This has been a difficult one for me to find an answer to.

Question by:GCDuval
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LVL 12

Accepted Solution

craskin earned 375 total points
ID: 13656072
have you setup the necessary resource sheduling options in the calendar options (tools / options menu while signed into outlook on a profile that includes only the resource mailbox)? there are checkboxes there that cause the calendar to automatically decline conflicting appointments and will notify the user when they attempt to book the resource that it is already booked for that time.
LVL 12

Expert Comment

ID: 13656244
i should also say that the resource booking notifications work best if the conference room is selected as a resource when creating a meeting rather than simply putting it in the "to" field. any contact can be added to an appointment as a resource by clicking the to button on a new calendar item, selecting the conf room, and clicking the resource button. this ensures that the conference room will respond in kind with the proper notification of booking/non-booking of the appointment.

Author Comment

ID: 13657644
To Craskin,
Thanks for the comments - I had not previously set these options - however they seem to force the appointment that is not in conflict to automatically be accepted.  I cannot just have the meeting that is causing the conflict rejected with an automatic reply and decide in the other cases

Your comment was good direction but not quite the answer I was looking for as I want more control over how meeting conflicts are resolved - ie don't want to also automatically have to accept any other meeting.  

I'm not sure how to fairly close this question - clearly you have taken me at least 75% to the answer I'm looking for
however, I was hoping for additional control that this solution does not seem to permit.


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