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
  • 2
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.


Featured Post

NFR key for Veeam Agent for Linux

Veeam is happy to provide a free NFR license for one year.  It allows for the non‑production use and valid for five workstations and two servers. Veeam Agent for Linux is a simple backup tool for your Linux installations, both on‑premises and in the public cloud.

Question has a verified solution.

If you are experiencing a similar issue, please ask a related question

Today as you open your Outlook, you witness an error message: “Outlook is using an old copy of your Outlook Data File…”. Probably, Outlook is accessing an old OST file.
Often, the users face difficulty in accessing Outlook 2016 PST files on Windows 10 computer. One of the reasons behind it is the improper functioning of MS Outlook when the user tries to open it. MS Outlook suddenly stops working, or it will not op…
CodeTwo Sync for iCloud (http://www.codetwo.com/sync-for-icloud?sts=6554) automatically synchronizes your Outlook 2016, 2013, 2010 or 2007 folders with iCloud folders available via iCloud Control Panel. This lets you automatically sync them with…
Whether it be Exchange Server Crash Issues, Dirty Shutdown Errors or Failed to mount error, Stellar Phoenix Mailbox Exchange Recovery has always got your back. With the help of its easy to understand user interface and 3 simple steps recovery proced…
Suggested Courses

579 members asked questions and received personalized solutions in the past 7 days.

Join the community of 500,000 technology professionals and ask your questions.

Join & Ask a Question