Attachment in meeting request

[Guest]

When we book a meeting we also book a conference room as a resource
and everyone can see this resources calendar.
Is it possible to make an attachment in a meeting request
readable only to those invited?

 

[Sue Mosher [MVP-Outlook]]

No. Attachments are readable to everyone who can read the appointment. Maybe
you should send the attachments separately?

 

[Guest]

I don't know what Microsoft's general advise is regarding the use of
attachments in meeting requests, but in my company we generally discourage
it. This is because it leads to the creation of very large calendar folders.
Each attachment is actually stored with the meeting request in the calendar
folder. If the user does not have their options set to auto delete the
meeting requests once they been accepted, then Outlook will actually have two
copies of the attachment eating up disk space.

Since I've received meeting requests with 5M attachments, you can see how
this can become a problem. My current calendar (which covers almost 2 years
of meetings, appointments, and events is only about 2M in total size.

Ernie

 

[Guest]

I am actually having this problem now where my calendar folder size is very
very large. How do I set set my Outlook to autodelete the meeting request
once it is accepted? Will that wipe it out of my calendar entirely?

Jessica

 

[Guest]

Sue,

I got a similar request from my users. They very mich like the resource
mechanism to book conference rooms but they are not happy that everyone can
see meeting subject and meeting text. Is it possible to add an option to
hide this information?

Regards, Jan

 

[Sue Mosher [MVP-Outlook]]

Not without taking away the ability to directly book the resource.