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MS Office Forum / Outlook / Calendaring / September 2006Executive Calendar Setup
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. 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.  SignatureSue Mosher, Outlook MVP Author of Configuring Microsoft Outlook 2003 http://www.turtleflock.com/olconfig/index.htm and Microsoft Outlook Programming - Jumpstart for Administrators, Power Users, and Developers http://www.outlookcode.com/jumpstart.aspx >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 [quoted text clipped - 10 lines] > ideas or a solution that would work for managing an executive type calendar I > would be appreciative. 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 > 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. > [quoted text clipped - 12 lines] > > ideas or a solution that would work for managing an executive type calendar I > > would be appreciative. > 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. SignatureSue Mosher, Outlook MVP Author of Configuring Microsoft Outlook 2003 http://www.turtleflock.com/olconfig/index.htm and Microsoft Outlook Programming - Jumpstart for Administrators, Power Users, and Developers http://www.outlookcode.com/jumpstart.aspx > 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 [quoted text clipped - 21 lines] >> > ideas or a solution that would work for managing an executive type calendar I >> > would be appreciative. > 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 > > They don't want anyone to be able to do meeting requests to the executives. > [quoted text clipped - 25 lines] > >> > ideas or a solution that would work for managing an executive type calendar I > >> > would be appreciative. 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. > 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. > [quoted text clipped - 12 lines] > > ideas or a solution that would work for managing an executive type calendar I > > would be appreciative. > 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" SignatureSue Mosher, Outlook MVP Author of Configuring Microsoft Outlook 2003 http://www.turtleflock.com/olconfig/index.htm and Microsoft Outlook Programming - Jumpstart for Administrators, Power Users, and Developers http://www.outlookcode.com/jumpstart.aspx > 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 [quoted text clipped - 11 lines] > >> 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. >> >> >I have been given requirements to setup an executives calendar so that no [quoted text clipped - 11 lines] >> > ideas or a solution that would work for managing an executive type calendar I >> > would be appreciative.
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