Solved

Explanation of corruptions in recurring meetings?

Posted on 2011-09-12
1
378 Views
Last Modified: 2012-05-12
I have been asked to provide training to users in the "correct usage" of recurring meetings.  Currently users are creating a recurring meeting approximately once a year and changing this meeting frequently.  I understand that the modification is the cause of the problems that are being experienced eg, updates not being sent, delegate and owners calendar displaying different times etc.

Could someone provide any documentation of the issue?  It is useful to come with evidence that it is a known problem when attempting to change user behaviour.

The only documentation I have been able to locate is on Technet (http://blogs.technet.com/b/jamec/archive/2010/04/19/calendaring-the-recurring-meeting-and-disaster.aspx).

Any other documentation, or suggestions where to look would be appreciated.
Regards
Judith
0
Comment
Question by:ittraining
1 Comment
 
LVL 11

Accepted Solution

by:
DavidT543 earned 125 total points
ID: 36527714
I can't find any data - but I would say this:

When you create a recurring meeting in Outlook, it does not create lots of meetings. It creates one meeting with a schedule of when that meeting will occur.

If you then change the schedule for one instance - this one meeting is appended with an exception note that the meeting on x is now on y. The next time a different meeting is changed - another exception note is generated. Each time a change, acceptance, move etc is recorded on the one base appointment. Imagine a file with lots of post it notes explaining changes, being passed around to lots of people. Every time a change is recorded - the whole file is passed around with all the post-its.

So the process of tracking and updating a meeting on one date - which is in itself a complex process of tracking and updating in many mailboxes - is further complicated by having to manage many dates from one base appointment for the whole year.

No software is perfect - and eventually something will not work quite right because it has got so complicated.

The better way to do this is to create one appointment, and drag and drop it on the calendar (HOLD DOWN CONTROL KEY TO COPY RATHER THAN MOVE) to the relevant days - and then resend each message. A little extra work once a year to set up the individual meetings will pay off over the year as Outlook manages individual appointments more easily.

I know you probably know all this, but I just want to reinforce it for you.
0

Featured Post

Windows Server 2016: All you need to know

Learn about Hyper-V features that increase functionality and usability of Microsoft Windows Server 2016. Also, throughout this eBook, you’ll find some basic PowerShell examples that will help you leverage the scripts in your environments!

Question has a verified solution.

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

Large Outlook files lead to various unwanted errors and corruption issues. Furthermore, large outlook files can also make Outlook take longer to start-up, search, navigate, and shut-down. So, In this article, i will discuss a method to make your Out…
Many people use more than one email account and so it becomes difficult for them to manage them when they use separate accounts,  so, in this article, I have shared an easy way to add Other Mail Accounts in your Google Inbox. It helps to combine all…
To add imagery to an HTML email signature, you have two options available to you. You can either add a logo/image by embedding it directly into the signature or hosting it externally and linking to it. The vast majority of email clients display l…
Many of my clients call in with monstrous Gmail overloading issues with Outlook. A quick tip is to turn off the All Mail and Important folders from synching. Here is a quick video I made to show you how to turn off these and other folders in Gmail s…

776 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