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Calendar invitation sent to one person goes to everyone in the organization

Posted on 2007-11-13
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Last Modified: 2012-08-14
When I schedule a meeting on a single calendar invitations are being sent to
all employees in my firm even though only one is selected in the "to:" line
and on the Schedule tab. How can I stop invitations from being sent to
everyone? Thanks
Example, if calendar meeting request sent to JoeD , the only name in the To: field of the calendar inviatation, 10 different employees get the invitation, plus the Administrator username of the network.
Currently the permissions for the shared calendar are editor for people because they need to add/adjust calendars. Administrator is not on the permissions list at all
No delegates set for the email or calendar also.
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Question by:aguest44
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LVL 18

Expert Comment

by:kjanicke
ID: 20275935
If forwarding is not set on the exchange server, than you may have to check for phantom rules on the inbox.

Does the same thing happen if you send to the other folks of the 10?  Or just JoeD?

Do emails get forwarded also?  Or just appointments?

Use the MDBVUE tool for removing rules.
http://support.microsoft.com/kb/320022
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Author Comment

by:aguest44
ID: 20276081
There are no rules on the inbox.  And it's only happening with calendar meeting invitations, no email.
They all share their calendars with editor permissions. So each employee has 38 additional permissions when they shared a calendar.  They added the scheduling department.  But the odd thing is that it is happening to 90% of the users.  And all employees gets all meeting requests.
ex.  JoeD sends request to SharaH.  SharaH , plus TomR, GailE (and 15 others) get the request although they are  not in the To: field.  (They are in the permissions field with editor permissions) also Administrator gets the request, and is not in the permissions field.
This is difficult for the company for they send out 100 - 200 requests a day for scheduling the salesmen and most people are gettting other employees  meeting requests, although they are not in the To field.
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Accepted Solution

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kjanicke earned 2000 total points
ID: 20276454
Can you reduce the permissions on a couple of calendars?  And see if they get taken off the list or invitees?

Everybody doesn't need editor rights to the calendar just to schedule an appoint.  The free and busy folder should have the information whether they are busy or not.

The mdbvue is good for getting rid of phanton rules.  Rules that are not apprently visible, but may have lingered from a previous profile or configuration.  When we were set up with roaming profiles, it was almost like a plaque.

I asked about emails becuase if you mark an email private, it will not get forwarded.  I'm not really sure how to mark a calendar item private.
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Author Comment

by:aguest44
ID: 20279867
thanks for getting back to me.  I can't change the editor rights for the owners want everyone to be able to see appointments, change appointments, delete appointments, the whole enchalada.  makes for people to be glued to their calendars, but seems to work for them, except for the ALL receeiving each meeting request.
I will try to lower one to reviewer to see if makes the change.
if you have any other suggestions I'll give them a try.
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Author Closing Comment

by:aguest44
ID: 31409118
Thank you , sorry so late but finally was able to go to the site.  Removed one test user sharing his calendar.  Then allowed one person as reviewer, not editor. Sent invitation, and no other person received the invitation.  Did this for every user and no more mass invitations.  Permissions need to be set lower, as suggested and the issue went away. Thanks so much for the help.
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