Changing appointment info without sending updates to all invitees

[RBITECH-Robert]

We have a user on Outlook 2007. She is a delegate for someone using Outlook
2003. The 2003 user created an appointment, sent it to several users
including her delegate, then asked the delegate to add something to the
subject line. This was for the original sender to see only. The delegate
added the changes and wanted to save and close. Her only options were to
Save and send update to all invitees or to cancel and delete. For
appointments the delegate had created, in 2007, she had another option to
save and not send update. For her own appointments created before she was
upgraded from 2003, she still has the option to save and not send. But for
the appointment created by the 2003 user, the delegate only had two options.

Her workaround was to remove all recipients from the To field, then save and
send the update. This also removed the recipients from the creators
calendar. The appointment was for this morning so it was not a problem.
Is there a better way to do this or is it a limitation of the software? The
delegate will be doing this again so I would love to find a better answer.

 

[Emily Lin]

Hi Robert,

This issue is mostly caused that you also changed other things except the Subject line in the meeting request.

Note: When you change the meeting time or the meeting location, it only provides the 2 choices (save changes and send updates, don't
save changes). Such a situation occurs no matter when you are a delegate or the owner.

Please perform the steps below to test the issue.

#1 only change the subject line and test the issue. What is the result?

#2 check the permissions
------------------
1. In Outlook 2003, right click the Calendar folder > choose Properties.
2. In the Permissions tab, highlight the delegate (Outlook 2007 user), in the 'permission level', choose Editor.
3. Click OK.
4. In Outlook 2007, re-open the Outlook 2003 user's calendar folder (click File > Open > Other user's folder > the user's calendar
folder).
5. Try to edit the Subject line in the meeting request and close it. It should provide the 3 choices (save changes and send
updates, save changes and don't send updates, don't save changes).

If anything is unclear or if you have any other concerns, please don't hesitate to contact me.

Regards,

Emily Lin

Microsoft Online Partner Support
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[RBITECH-Robert]

Emily, thank you for taking my post. What you describe in your test is
exactly what the user did. She opened the message, changed the subject
line, and tried to save that change. The other items in the meeting were
left alone. It gave her the two choices but not the third (save without
sending updates)

I checked her permissions on the 2003 user's Calendar. She does have Editor
permissions. She was set this way using the Calendar properties |
Permissions tab. She was not added to the Delegates tab under Outlook's
Tools | Options menu.

Thank you,
Robert

 

[Emily Lin]

Hi Robert,

I understand that the Outlook 2003 user shared the calendar folder to the Outlook 2007 user with Editor permission. It is OK. Both
methods (Share the calendar folder Properties|Permissions tab, or set Delegate Under Tools | Options | Delegate) are OK to share the
calendar and allow other person to do the changes in calendar for you.

According to current situation, please take a screen shot for the dialog box which don't have the option "save without sending
updates". I need to get it for further research. Send the screen shot to me at (e-mail address removed).

If anything is unclear or if you have any other concerns, please don't hesitate to contact me.

Sincerely,

Emily Lin,
Microsoft Online Partner Support

Get Secure! - www.microsoft.com/security

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[Emily Lin]

Hi Robert,

I am just writing to see how everything is going. If you have any updates or need any further assistance on this issue, please feel free
to let me know. I am glad to be of assistance.

Sincerely,

Emily Lin,
Microsoft Online Partner Support

Get Secure! - www.microsoft.com/security

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[Emily Lin]

Sent: Wednesday, October 24, 2007 2:26 AM
To: Emily Lin (CS&S)
Subject:

Emily,

Thank you again for your help. I have attached a screen print of the message box. Our steps to get this were:
We opened an appointment in her calendar created by another user. We then changed only the subject line. After this we attempted to
save the appointment. It gave us the message box attached here.


Our Passion is Building.?

Robert Purser MCSE CCNA
IT Administrator

 

[Emily Lin]

Hi Robert,

Thanks for your reply and the excellent screen shot.

Based on your message, I understand that you only change the subject in the appointment. However, according to the screen shot,
that the location of the meeting has been changed. Thus, there are only two options with the option 'save changes and don't send
update'.

There should be something wrong on the computer. Follow the steps below to narrow down the issue.

#1 Ask the Outlook 2007 user to open the appointment in the shared calendar folder. What is the location of the meeting? Change the
subject line. Is the location automatically changed?

#2 Ask the Outlook 2007 user to open the appointment in the shared calendar folder. Don't change anything (subject line, location,
time, and etc.). Close the appointment. What is the result?

#3 Ask the Outlook 2003 user to edit the appointment in his local calendar folder. Change the subject line to test the issue. What is the
result?

Please perform the above steps and let me know the result.

Sincerely,

Emily Lin,
Microsoft Online Partner Support

Get Secure! - www.microsoft.com/security
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[RBITECH-Robert]

Emily,

Thank you again for your help and good questions. The 2007 user was
updating the location of the meeting, exactly as you said. When I watched
this morning, the subject line is above the location field. She thought
this is what she had changed. Instead she was updating the address is the
location field. She again asked if there was a way to update the location
field without having to send the change to all invitees. I believe this is
by design.

Thank you,
Robert

 

[Emily Lin]

Hi Robert,

It's nice to hear from you. I am glad that the issue has been fixed.

If the location or the time of a meeting request is changed, we can only choose 'save changes and send updates' to send the updates
to the meeting attendee or 'don't save changed'. It is a by-design feature in Outlook. Please help me to explain it with your client.
Thanks for your cooperation and patience.

If you have any other questions or concerns, please do not hesitate to contact me. It is always my pleasure to be of assistance.

Have a nice day!

Emily Lin
Microsoft Online Partner Support

Get Secure! - www.microsoft.com/security

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[RBITECH-Robert]

Emily,

I have explained to the user that this was by design in Outlook. While she
understood, she was still frustrated that there was not a way around it. I
explained as best as I could that if the location of a meeting was changed,
all attendees should be made aware. She still would like to have the option
of adding something only for her boss. In this case, she wanted to add an
address to the location field so that her boss could quickly see it on her
mobile device. She did not like the option of adding it to the subject or
message body, some workarounds available. Adding it to the subject was the
closest available option, but made less sense than adding the address to the
location field.

Thank you again for your time in addressing this,
Robert

 

[Emily Lin]

Hi Robert,

I understand that your user do want to only edit the meeting location for her boss and don't send updates to other meeting attendees.
From my point of view, I think that your user's thought is reasonable. So, it is my pleasure to help you to reflect the recommendation to
the proper department for their consideration (also provide the option 'save changes and don't send' when meeting location changed).

In addition, please feel free to submit your suggestion on our product to the following link. Our Product Group reviews the suggestions
submitted by our customers. Your feedback is valuable for us to improve our products and increase the level of service provided.

https://support.microsoft.com/common/survey.aspx?scid=sw;en;1208&showpage=1&ws=search

If anything is unclear or if you have any other concerns, please don't hesitate to contact me.

Sincerely,

Emily Lin,
Microsoft Online Partner Support

Get Secure! - www.microsoft.com/security

======================================================
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From: "RBITECH-Robert" <[email protected]>
References: <[email protected]> <[email protected]> <rAzSdynFIHA.4268

 

[Emily Lin]

Hi Robert,

I am just writing to see how everything is going. If you need any further assistance on this issue, please feel free to let me know. I am
glad to be of assistance.

Sincerely,

Emily Lin,
Microsoft Online Partner Support

Get Secure! - www.microsoft.com/security
======================================================
When responding to posts, please "Reply to Group" via your newsreader
so that others may learn and benefit from this issue.
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X-Tomcat-ID: 79386990
References: <[email protected]> <[email protected]> <rAzSdynFIHA.4268