Taking ownership of a meeting

[ChelleAnde]

We have some recurring meeting notifications that were sent out to a
distribution list by a user that is no longer with the company. The meetings
had no end. Now, we need to make modifications to the meetings.

I understand that the person who created the meeting request (let's call
that person the "owner") is the only person who can make modifications to the
request. But since that person is no longer here, what is the best way to
delete the meetings or at least change the recurring meeting to have an end
date so that someone else may submit a new recurring meeting notice with all
necessary changes?

I also understand that the Exchange administrator should be able to go into
the system and somehow delete the meeting request. But I would expect there
to be some way or method that the Exchange administrator can change the
"owner" of the request so that the new "owner" can modify the existing
request, rather than ending the old request and creating a new one.

Is this possible? Can an Exchange admin take ownership and/or assign
ownership of a meeting request? What is the easiest/best method of dealing
with recurring meetings created by users no longer available?

 

[Castell]

Not possible. Need to logon as old user, set the end date for the recurrence
and reissue appointment. Then, logon as new owner and create new recurrent
appointment.

 

[ChelleAnde]

I appreciate the response. But what do you do if you want to address a
recurring meeting 9 months later - after the meeting requestor has left the
company and their account has been deleted? Are we expected to never delete
a terminated employee's account? Or is it just up to the Exchange
administrator to delete obsolete meetings (assuming that is possible).

And if so, what exactly happens when the Exchange administrator deletes a
recurring meeting request? Are they able to delete it from just a certain
point forward? Or will it also delete the meetings for the past dates as
well? I ask that question because many managers don't want the old meetings
removed, but future dates and times should be made available.

I appreciate any guidance. Thank you.

 

[Castell]

Unfortunately, this is really messy. Ultimately, if you don't have the users
account anymore then each meeting attendee will have to change the meeting
in their calendar. Then the new organised can send a new meeting request.
Exchange Administrators cannot typically delete obsolete meetings.

 

[Rigatony1]

Hi All,

We found a useful solution to this problem, at least in our
situation. We recently migrated to a new Exchange Server that lives
in a new domain. As a result, all meetings in our public corporate
calendar that were created by user accounts in the old domain could
not be re-sent from the new exchange server. I think this also
applies to meetings on individual user calendars that were migrated to
the new system.

By giving myself permission on the public calendar folder on the new
exchange server to edit all items, I am able to then do the following:

1. Edit the existing meeting request
2. Go to the Scheduling tab.
3. Right click on the current owner (user from the old domain) to
select it and then hit the delete key. Note in particular that you
can't seem to select the owner with a left click!
4. Type the new owner (user from the new domain). This might only
work to make yourself the owner (I can't seem to change the owner to
someone else).
5. Save and Close, send update to attendees if desired.

Hope this is helpful!