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  • Personal & Public Calendars & Meeting Requests

    Exchange within Windows Small Business Server 2003
    Outlook 2003
    -----------------

    I have a site where 10 users use a single Public Calendar for all of their appointments. This way, everyone can see everyone else's schedules at a glance. The appointments are all entered by a single Receptionist.

    They do not currently use their Personal Calendars.

    However, they have phones that sync with their Personal Calendars and they would like to have the Public Calendar on their phones instead.

    So I am trying to synchronize their Personal Calendars with the Public Calendar:

    I thought about using the "invite attendees" option for new appointments that are placed on the Public Calendar. If, when the Receptionist adds a new appointment to the Public Calender, she also adds all the people in the office as invitees then the appointments would also get added to everyone's private calendar.

    However, I am having a couple of issues:

    1. I am trying to get the meeting requests automatically accepted - otherwise everyone gets a meeting request in their Inbox for every appointment added. I selected the "automatically accept all meeting requests..." option in Outlook Calendar Options, but it doesn't appear to be working for me.

    2. If the people enter new appointments on their phone or in their private calendar, it doesn't get placed back into the Public Calendar. However, in my situation, most of the appointments are entered by the Receptionist, so it becomes a training issue for the people with phones to only enter new appointments directly in the Public Calendar when they are in the office.

    Any suggestions to get the meeting requests always automatically accepted?
    Is there a better method to synchronize Public and Personal Calendars?

    Thanks,
    Dan

  • #2
    Re: Personal & Public Calendars & Meeting Requests

    The only way I know of to do what you want to do is third party tool - specifically Add2Exchange from Diditbetter.

    Personally I would have done it the other way round. Appointments in the personal calendar and then used something to allow others to access that information in a single display. Another third party tool such as Look for Outlook from Symprex springs to mind.

    Simon.
    --
    Simon Butler
    Exchange MVP

    Blog: http://blog.sembee.co.uk/
    More Exchange Content: http://exchange.sembee.info/
    Exchange Resources List: http://exbpa.com/
    In the UK? Hire me: http://www.sembee.co.uk/

    Sembee is a registered trademark, used here with permission.

    Comment


    • #3
      Re: Personal & Public Calendars & Meeting Requests

      Thanks Simon.

      I might have done it the other way around, but they have been using the Public Calendar for almost 10 years. They only recently got smartphones and started discussing synchronization.

      Can Look by Symprex synchronize the Group Calendar with a phone?

      Do you know how to configure automatically accepting all meeting requests?

      Comment


      • #4
        Re: Personal & Public Calendars & Meeting Requests

        Look is not the tool for mobiles - Add2Exchange is. Look is for Outlook on the desktop to sync the calendars.

        As for meeting requests, there might be something in Outlook that can do that. It isn't something I have ever needed or been asked for.

        Simon.
        --
        Simon Butler
        Exchange MVP

        Blog: http://blog.sembee.co.uk/
        More Exchange Content: http://exchange.sembee.info/
        Exchange Resources List: http://exbpa.com/
        In the UK? Hire me: http://www.sembee.co.uk/

        Sembee is a registered trademark, used here with permission.

        Comment

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