Executive Calendar Setup

[Guest]

I have been given requirements to setup an executives calendar so that no
meetings show up on it that are not approved by a delegate or put on there by
specific people. I originally setup this up using a server side rule on the
inbox that deleted all incoming meeting requests that were not from specific
people and responded with a message to call that persons assistant to
schedule a meeting. This worked initially but is broken if you set a person
as a true delegate being the only one receiving meeting invites, as the
invites don't go into the delegated mailbox anymore. I tried setting up a
rule on the delegates inbox to kick off for meeting invitations sent to the
delegated user but they never kicked off when I tested. I also had an issue
where a user using a blackberry that syncs with a BCE server got an invite
that didn't get deleted in time and started raising cane. If anyone has
ideas or a solution that would work for managing an executive type calendar I
would be appreciative.

 

[Sue Mosher [MVP-Outlook]]

If you have all the invitations going to the delegate and only the delegate and certain other trusted parties with write access to the calendar, why doesn't that work? The delegate can decide what to do with each request.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

 

[Guest]

They don't want anyone to be able to do meeting requests to the executives.
Hence the original rule to delete and respond with a message. The problem
there is that there have been instances where meeting requests appeared to
get through ignoring the rule. Is it possible if you have a delegate that a
meeting that got deleted by the inbox rule on the delegated inbox would show
up on the calendar because it showed up in the delegates box?

Tony

 

[Sue Mosher [MVP-Outlook]]

They don't want anyone to be able to do meeting requests to the executives.

Maybe I don't understand what you mean by that. If you have the delegate set up to get all requests, then the executive will never see those requests.

Are you saying that you want any request sent to the executive to be bounced? I don't understand the advantage of doing that over using the delegate feature as designed.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

 

[Guest]

They want all meeting requests to go through the executive assistant. When a
meeting invite comes in and sits in the inbox it goes on the calendar as
tentative till something is done with it accepted or declined/deleted. At
this point the meeting would then get synched to the executives phone and
give them notifications of meetings. Is there a way to make it so meeting
requests don't show up on the calendar at all till they are accepted? Or is
there some way to setup a server side rule on the delegates mailbox that will
also delete the delegated meeting invitations. I tried setting a rule up on
the delegates mailbox that kicked off when a meeting invite or update came in
sent to the delegated inbox that sent a reply telling them to call a specific
person to schedule all meetings with this person and then deleted the
message, to keep it from getting on the calendar. This did not fire though
when the delegate received the meeting requests.

 

[Sue Mosher [MVP-Outlook]]

Is there a way to make it so meeting

requests don't show up on the calendar at all till they are accepted?

Tools | Options | E-mail Options | Tracking Options >> turn off the option for "Process requests and responses on arrival"

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

 

[Guest]

Are you saying that you want any request sent to the executive to be
bounced? I don't understand the advantage of doing that over using the
delegate feature as designed.
The thought is that they want the executives time completely scheduled by
their assistant. They want all his time scheduled by people calling the
assistant and then categorizing and prioritizing the meetings. As is the
assistant marks all of the executives time as full whether there are actual
meetings there or not since we know of know way to hide the executives "free
time" without breaking free/busy all together for the individual.

TonyH