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Forwarding of Meeting Requests to External addresses - how do I stop it?

Posted on 2007-11-14
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Last Modified: 2008-02-01
Today I noticed something strange that happened with a forwarded meeting request.

We use Outlook 2003 with Exchange 2003.  An employee here (mycompany.com) has a fiancee that works at (othercompany.com).  An meeting request went out to all employees for the company Christmas party.  The employee forwarded the meeting request to his fiancee at her othercompany.com e-mail (they also use Outlook with Exchange).

The fiancee accepted the meeting request, and a response was sent to the meeting organizer.  Fiancee was added to the meeting as an antendee, even though she was not invited by the meeting organizer.

My question is, is there a way to:

a) prevent meeting requests from being forwarded as meeting requests and instead have the converted to regular e-mails?

OR

b) prevent people who receive forwarded meeting requests from responding if they were not on the original invite list?
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Question by:I_play_with_DNA
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michko earned 500 total points
ID: 20282041
Okay, I got this to work using Outlook 2K3 with Exchange 2000.  It should also work with Exchange 2003.  From the link below I have cut and pasted the appropriate section.  
http://www.windowsitpro.com/Articles/articleid/8516/8516.html

The initial question on the link was regarding disabling reply to all on a daily company newsletter.  You can also disable the Forward option using the same method.  I also tested this on a new Appointment (versus a new Email as shown in the article).  The steps are exactly the same.  Open a new Appointment, Tools -> Forms -> Designs, then follow the steps listed in the post below.  Under the Actions tab you can double-click Forward, then remove the enabled check mark.  Save the new form.  When they use this form to send out a meeting request, the Forward option will not appear.  

Our marketing department sends a daily newsletter to the entire company. Can I let users reply to the message but not let them use Reply to All on the message?

The marketing department is probably sending to a distribution list (DL) in the Global Address List (GAL), so I can understand why the department wouldn't want users to respond to everyone on that list. One way to handle this situation is to instruct the marketing department to put the DL recipient in the Bcc box. That way, no one can see exactly whom the message was sent to or reply to all the recipients. Rather than leave the To box blank, which some people might interpret as junk mail, create a public folder for archiving the daily messages and put that folder's address in the To box. You can set permissions on the folder so that only the marketing department can add new items to it. In this case, users who click Reply to All will get a message back from the folder saying that they didn't have the access permission to add to the folder.

If you want to completely remove the possibility of anyone using the Reply to All command, create a custom message form to use for distributing the newsletters by following these steps:

Create a new message. Include any boilerplate text that appears in every newsletter and the usual To addresses.
Choose Tools, Forms, Design This Form to put the message into design view.
Switch to the (Actions) tab.
Double-click the Reply to All action to display the Form Action Properties dialog box, which Screen 1 shows.
Clear the Enabled check box, then click OK.
Publish the form to the Organization Forms Library.

The marketing department folks can now compose their newsletter by choosing the form from the Organization Forms Library (Tools, Forms, Choose Form). When users open the message, they won't even see the Reply to All command, only Reply and Forward. Note that you can disable the Forward command, too, if you want to make it more difficult for someone to forward confidential information outside your organization.


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