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Exchange 2010 Calendar Settings

Posted on 2013-12-03
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Last Modified: 2013-12-17
Any Exchange 2010 Expert to explain to me the options displayed in the snapshot below about Calendar Settings?
what would be the effect of each check box when it is checked or not.

Thanks you



Calendar Settings
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Question by:jskfan
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Expert Comment

by:David Paris Vicente
ID: 39694313
Hi jskfan.

The options explain by Microsoft:
Use the Calendar Settings tab to modify the Calendar Attendant settings for this mailbox. The Calendar Attendant processes meeting requests as they come in, even if users are not currently logged on by means of a client such as Outlook. Meetings are automatically placed on the calendar as "Tentative" so timeslots won't be overbooked. You can use the Calendar Attendant to accept and decline requests for users.

 
¿Enable the Calendar attendantSelect this check box to enable the Calendar Attendant or clear the check box to disable it. It is enabled by default. When Calendar Attendant is enabled, the following settings are made available:

Remove meeting forward notifications to the Deleted Items folder   If you select this check box, meeting forwarding notifications are moved to the Deleted Items folder after they are processed by the Calendar Attendant. This setting is disabled by default.

Remove old meeting requests and responses   If you select this check box, the Calendar Attendant removes old and redundant updates and responses. This setting is enabled by default.
Mark new meeting requests as Tentative   If you select this check box, incoming meeting requests are marked as "Tentative" on the calendar. If you don't select this check box, pending requests are marked as "Free". This setting is enabled by default.

Process meeting requests and responses originating outside the Exchange organization   If you select this check box, the Calendar Attendant will process meeting requests that originate outside the Exchange organization. This setting is disabled by default.


Regards
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Author Comment

by:jskfan
ID: 39696181
Ok ...is calendar settings configured by mailbox...I mean is there a place where to configure it as Global for all mailboxes or just few of them ?

"meeting forwarding notifications are moved to the Deleted Items folder " what do they mean by that ?

"Remove old meeting requests and responses " Does that mean if I go to my calendar for the old meeting requests that I have sent or to the meeting requests that I have responded I will not be able to find them?

"Mark new meeting requests as Tentative", in some cases I receive a meeting request, and just mark it as read email...does that mean it will be marked as Tentative and the meeting requestor will see it as Tentative ?

"If you don't select this check box, pending requests are marked as "Free". This setting is enabled by default." which means I do not select checkbox for :
"Mark new meeting requests as Tentative" do they mean the request I receive, if I do not respond they will be marked as free ? and the requestor will think I accepted the meeting request ?


"Process meeting requests and responses originating outside the Exchange organization ", so if I have vendors or partners outside Exchange organization and wanted to set up a meeting with me, they cannot set it up if this option is not selected on my mailbox calendar settings ??

Microsoft explanation does not cover each scenario..

It seems like those options apply only for the meeting requests we receive. do they apply for the requests we send ?

Thank you
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Accepted Solution

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David Paris Vicente earned 500 total points
ID: 39698173
Hi.
"meeting forwarding notifications are moved to the Deleted Items folder " this is self explanatory, but what really happens is, when you accept or decline, you will send a response to the user, this can be seen on the Sent Items folder but the notifications will go to the deleted items folder.

"Remove old meeting requests and responses "

By default, the Calendar Attendant removes older versions of meeting messages (such as meeting requests, cancellations, and updates) delivered to recipients' Inboxes. Removing these items helps reduce the number of meeting messages that users have to manage.

When the Calendar Attendant performs this task, the following actions occur:
• Out-of-date meeting updates are deleted.

• Redundant meeting responses that don't contain text are deleted.

• Meeting messages that contain text (for example, responses with additional text or attachments) are preserved.

For example, Tony sends a meeting request to Ayla, and Ayla tentatively accepts the meeting. Tony receives a meeting message stating that Ayla has tentatively accepted the meeting. Ayla later declines the meeting. Tony receives the newer e-mail message stating that Ayla has declined the meeting. The Calendar Attendant moves the older, tentative meeting message into Tony's Deleted Items folder


Mark new meeting requests as Tentative  
In this case if you don´t select this option the user will not receive a tentative response indicating that his meeting request was received by the user mailbox, but is pending approval.


Process meeting requests and responses originating outside the Exchange organization
If you have a shared address book, select this check box to apply meeting requests and responses to your calendar from people who are not in the shared address book. By default, meeting requests and responses from people who aren't in your shared address book aren't applied to your calendar.


If it´s not a public folder Calendar you will have to deal case by case.


When you send meetings your user will be applied the options of the other user, normaly the other user will send a response.

I hope this could help you.

Regards
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Author Closing Comment

by:jskfan
ID: 39725413
Well explained...Thank you
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