attachments to meeting notices

[nviana]

I am told that it is not a good practice to include attachments in a meeting
notice.
Does it create the following problem:

"attachments stay in the in-box after the meeting has taken place (sometimes
for years) even if you save the attachment somewhere else. This results in
the inbox being “over its limit†and getting the system warning. The only way
to fix it is to go back and find meeting notices with attachments and delete
them. Sometimes these are recurring meetings which you don’t want to delete.
Because of this you should never include attachments in meeting notices'"

 

[Judy Gleeson \(MVP Outlook\)]

let's straighten the information up a little:

Meeting requests are likely to stay in people's Mailboxes (in the Calendar)
until they Archive them. Not everyone Archives so they may stay there
forever and be part of the cause of the Mailbox full message.

If your organisation sets a Mailbox limit, they may (and probably should)
also have a filing policy that staff follow.

An alternative to ataching the reports and agenda to the meeting is to use
the Hyperlink function. This works for people whom can access the same
drive in your organisation. Insert | select a File with a single click |
then select as Hyperlink (tiny drop down arrow in bottom right corner).
Hyperlinks are tiny compared to the whole document.

I hope this helps you at least a little bit!

Judy Gleeson
MVP Outlook
Outlook trainer and author of Productiv_IT with Outlook

read my articles here: www.judygleeson.com
www.acorntraining.com.au
Canberra, Australia

Joseph Joubert
To teach is to learn twice.