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Explanation of corruptions in recurring meetings?

Posted on 2011-09-12
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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
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Question by:ittraining
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DavidT543 earned 125 total points
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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.
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