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How can I create an alert to multiple users for a task assigned to one user in Outlook 2003 on Exchange 2003?

jwstock
jwstock asked
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Last Modified: 2012-05-05
I am running Outlook 2003 on Exchange 2003 SP2. I have one department that needs to assign tasks to another department and be updated on the progress. To ensure that the tasks are not slipping through the cracks, we need to alert multiple users of the task assignment. I tested by creating a forwarding rule on the primary users Outlook, but that assigned the task to all of the users on the forward list and would not allow tracking. I then gave each of the users access to the mailbox for the tasks and created client side rules to place a copy of the task request in their inbox. That seemed to be working well, until one task did not follow the rule for an as yet undiscovered reason.. I just need a way to alert the other users that a task request has been sent.
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Top Expert 2010

Commented:
Hi jwstock,

> How can I create an alert
What sort of alert are we talking about?

Cheers!

Author

Commented:
Preferably an email.
CERTIFIED EXPERT
Top Expert 2010
Commented:
We can do this with a macro, but doing so will introduce an issue.  To accomplish this the macro will need to examine who the task was sent to and it'll need to send a message.  Both of those actions will trigger Outlook's built-in security causing a dialog-box to pop-up warning that a program is accessing your mailbox/sending on your behalf and asking for permission to allow it to continue.  There are two ways around this.  One, write this as an Outlook add-in.  Add-ins have a different set of security rules to follow than macros.  Two, use one of two third-party tools (ClickYes or Outlook Redemption) that either click the Yes button for you or avoid the security constraint altogether.  The former is free, the latter isn't.  The alternative is to live with the prompts.  Let me know how you'd like to proceed.

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Author

Commented:
I prefer the add-in method, if it does not create too many difficulties.
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Top Expert 2010

Commented:
I'm not prepared to write an add-in for doing this.  I was simply explaining that an add-in would avoid the issue.  
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