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Transferring ownership of recurring appointments

Posted on 2009-02-09
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Last Modified: 2013-01-08
Hello Experts,
This might be wishful thinking but... I was wondering if anyone has some advice on how to manage recurring appointments organized by a user who is no longer with the company.  So far I've given her replacement full access to her calendar.  This has become confusing because the updates to occurances or the series appear to come from the former user.  The appointments are firm meetings that have about 12 people as attendees, plus the corporate calendar and a conference room as resources.  
I'm trying to avoid cancelling the meeting from the former users' mailbox and then having the her replacement schedule another one from her calendar.  

Is there a clean way to transfer the ownership (organizer) to a different user in exchange?  Perhaps a 3rd party app or even a lengthy roundabout way to accomplish the same thing would be fine since it would only be a 1-time thing (at least in my current case).  

Environment: Exchange 2003, AD 2003 Native, Outlook 2007.  

Thanks!
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Question by:wv-rog
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by:apache09
ID: 23593569
Open the Ex-Staff members profile in Outlook
Go to Calendar
Go to View>Current View>Recurring Appointments
Go to Edit>Select All
Once all appointments have been highlighted, right click on them and choose Forward Items.
This will create a new email with the items attached.
Enter the persons email address whom you want to receive the appointments and SEND.

Go to the Recipients PC, Open Outlook.
Press CTRL+6 to show the Calendar in the Navigation Pane on the left (If not Already There)
Open the email with all the appointment attachments.
Select All Attachments
Left Click on them and drag them over to the Calendar.

This user should now have all the reoccurring appointments from the ex-staff members calendar in their calendar now.
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by:wv-rog
ID: 23593603
Thanks apache, I will do this with one of the appointments first just to make sure it works as I am hoping.  Will this procedure make the new user the organizer?  I will try the procedure out shortly and post my results in the next couple hours.  

Thanks !

Rog
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by:apache09
ID: 23594690
As you are only copying the appointments over to someone elses calendar, it will not change the organizer.
 
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by:wv-rog
ID: 23594808
Ahh... OK, that's what I'm trying to do then.  I want to make the new person the organizer so that they can updated occurances and/or the series.  The problem is, the former employee booked these weekly meetings for the whole year, even though they get cancelled or re-scheduled frequently.  

I'm assuming then, that changing the organizer is not possible?  
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apache09 earned 1000 total points
ID: 23595090
Sorry, you cannot.

However, you could log in as that user, set an end date for the reoccurring meetings, and have the new Organizer recreate the appointments.

Change meeting organizers:   If a recurring meeting is changing to a new organizer, there is not a way to reassign the ownership of the meeting. The original organizer should send an update with a new end date  the past meetings remain on everyones calendars, but future occurrences after the end date are removed. The new meeting organizer should send a new meeting request for meetings in the future.

From: http://office.microsoft.com/en-us/outlook/HA011276781033.aspx
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by:wv-rog
ID: 23596289
I'll give that a shot.  I'm sure it will work.  The day got away from me so I will be doing that tomorrow (I'm on the west coast).  I'll have an update in less than 24hrs.  
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Expert Comment

by:apache09
ID: 23596467
No Worries.

Being on (GMT+12:00) Auckland, New Zealand we are used to waiting for the rest of the world to catch up.

Catch ya tomorrow.
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Expert Comment

by:apache09
ID: 23615766
Any luck?
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Author Comment

by:wv-rog
ID: 23616205
Hi Apache,
Yes your approach worked.  It was so simple, I kick myself for not thinking of it myself.  Since the request was for 'advice' and that is what you gave me... points awarded.  

Thanks again!

Rog
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