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Outlook 2007 / Exchange 2010 - shared calendar notifications

Posted on 2013-06-26
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Last Modified: 2013-07-04
We have setup a shared calendar (getting rid of public folders as they're been supported less and less).
Every meeting entered into it shows as the user name of the calendar, rather than the person last entering the information, therefore any replies to the meeting go to the shared calendar email account and not the person who entered the meeting.
Is there any way to get it so that it also notifies the event creator and not just the shared calendar's mailbox? I know I could put a general rule that all meeting request emails get forwarded to one account, but thats not what people want. They want the person who arranged the meeting to be notified.
many thanks
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Question by:stack888
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by:Simon Butler (Sembee)
ID: 39278812
You are doing it wrong.

What should happen is that the person arranging the meeting invites the mailbox to the meeting, as they own the meeting then. Don't enter it directly in to the Shared Calendar.
Then any changes go to the organiser and that updates the others.

You will probably need to look at Auto Accept rules in the shared calendar so that the meetings are accepted automatically.

Simon.
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by:stack888
ID: 39278865
thanks Simon, but that won't work because often the person arranging the meeting won't actually be attending it, so they don't want it to go into their own calendar. Think a corporate secretary. She enters the meeting in the shared calendar for her Boss and other people but she isn't attending, and yet she needs to know if someone comes back and suggests a new meeting time for example. Right now, she'd have to check the shared calendar mailbox manually, which isn't practical. I could set it so that ALL mail sent to that mailbox forwards to her but then that doesn't work either if someone else wants to setup a meeting in that shared calender. Then she shouldnt need to get notified.
Its a tough one and maybe there is no solution.
It did work perfectly until now, when using Shared Folders but the problem with them is that new software and mobile devices aren't supporting access to shared folders, so we are being forced to change how we use the Outlook / Exchaneg calendars.
thanks
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by:Simon Butler (Sembee)
ID: 39278907
That is what delegate permissions does. The boss delegates permission for the calendar to the secretary, who can then arrange the meeting from their own machine.

If you create the meeting in the shared mailbox then the shared mailbox "owns" the meeting and gets the responses. you have to create it in the actual owner.

Simon.
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by:stack888
ID: 39278967
thanks Simon, but delegate doesnt work for a shared calendar. From what i've read, its not good practice to delegate the same mailbox to 10 different staff and thats what we'd need to do. That would create other issues. I hear what you're saying but I'm still hoping to find some kind of workaround. When Microsoft decided to drop the support of public folders, a feature used extensively in corporations all round the world, one would have thought they'd come up with another solution, but it doesnt appear so, yet.
thanks
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by:Simon Butler (Sembee)
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No, I wasn't referring to delegate the shared mailbox.
The delegate is set on the calendar of the manager. The delegate then sets the meeting and invites the shared mailbox.

As for public folder support - they are not going anywhere. Public Folders are in the new version of Exchange 2013, although their structure has been changed somewhat.

Perhaps you are approaching this wrong. You haven't actually said what the function of this shared mailbox is for. There may well be another way of achieving what you want to do.

Simon.
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by:stack888
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Simon, thanks for the reply again.
I still dont see how setting a delegate on the shared calendar would work. Its not the Manager's calendar, its a shared calendar for all Management.

Public Folder support has already gone away, for the most part. I've talked with Microsoft about this and other companies such as Blackberry. Its because Microsoft are going to Active-Sync support for everything mobile and software such as the Blackberry desktop client no longer (as of the latest Blackberry 'Link' software) supports Public Folders. You used to be able to use the desktop client and connect to your desktop's Outlook account and choose any Public Folders you had access to and see them on your cell phone. This is now no longer possible. A similar problem occurs when using an Apple iPad - no Public folders accessible. Also if you use the web browser to get to Outlook Web Access - on an iPad or on an Android phone for that matter, only the 'lite' version of Outlook Web Access will run and thus no public folders.
This is all a new problem brought on by all these new technologies and Microsoft making the decision to stop actively supporting Public Folders. Yes, they are still there in current Exchange versions but when there are fewer clients able to access them, then it makes it a challenge to support in a corporate environment.
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Simon Butler (Sembee) earned 500 total points
ID: 39291509
If you use a BES rather than other methods then you get public folder sync.
Anyway, I wasn't referring to a delegate on the shared mailbox, but on the manager's mailbox.

Secretary is a delegate on her boss' calendar. She creates an entry on his calendar, invites the shared mailbox plus other users. Any changes go back to the manager. The shared mailbox is just another invite.

Simon.
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by:stack888
ID: 39293975
hi Simon, thats an idea. Hmm. But if she creates the appointment initially in the Manager's calendar, then the Manager wouldnt be notified of this initial appointment, only subsequent changes to it, isnt that right?
We havent used BES as I've heard a lot of issue surrounding it but maybe thats something we should look into as well.
thanks
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by:Simon Butler (Sembee)
ID: 39296723
You cannot have it both ways.
If someone else is setting the appointments, then the manager needs to get used to looking at the diary to see what is coming up. I am not aware of a way to notify that a new appointment has been created because it kind of presumes that the user knows they have created their own entry. In much the same way that if you had a paper diary, you wouldn't get a notification that an entry had been made.

Simon.
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by:stack888
ID: 39300250
But it always worked that way until now, thats the problem.
Anyway, thanks for the suggestions Simon.
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