Calendars in Public folders through OWA can not "invite attendees"
I have set up some Calendars in Public Folders. These are generally for designated meeting room usage. Users will create new meeting requests in those folders by inviting others AND themselves. This allows the meeting to be written to all users calendars as well as the Public Calendars, letting others know it is booked. Great. Awesome. Works perfect in Outlook. I've even created some custom forms for this so the description of the actual room being used is listed in the "location" drop down box and matches the name of the room and the calendar they are inputting to. (I also wanted to set a default reminder for these custom forms in public calendars but it would not hold. It acted it llike it did. But it still defaulted to none.) Problem is: Using OWA, Public Folders opens in new IE window.OK. BUT---the "invite attendees" is grayed out. So what good is a Public Calendar in OWA when you can not send a meeting request? Is this possible?
Is the free/busy connector not available in Public folders to send a meeitng request? You can send a meeting request in OWA from your own Calendar though?
Is the free/busy connector not available in Public folders to send a meeitng request? You can send a meeting request in OWA from your own Calendar though?
ASKER
I am just as surprised at your answwer. Thanks for the quick reply. My assumptions have all been wrong then. My assumptions were to simply equate the Public Folders calendar to a centrally edited Date Book that currently mutiple secretaries use to manage multiple room meetings. I assumed changing the practice of using pen and paper and many peoples memories and communcation skills could be replaced electronically and centrally in Exchange Public Folders--namely--in Calendars. If the purpose of Public Folders (calendars) is other than that--then thats why your second paragragh and suggestion is new to me and not considered. I could still have people enter the data to those Calendars but we would all have to actually LOOK in them. The way it is now is quite simple...and works--except in OWA..Oh well.... Surprised its not supported. I thought it was intuitive to use it that way and never considered. If I want to do it as you suggested ---where would I get the info?
The reason this began actually is because we have 1 AV projector and my co-worker and I would like to know what room it needs to be setup in. The meeting request would allow me to get a reminder on MY calendar once accepted... So it helped all of us. Simpler management of the room usage and reminders for me when set it up......
I'll research resource mailboxes and see if they can do what the calendars are doing now...
Thanks for your time....I'm still learning!!
The reason this began actually is because we have 1 AV projector and my co-worker and I would like to know what room it needs to be setup in. The meeting request would allow me to get a reminder on MY calendar once accepted... So it helped all of us. Simpler management of the room usage and reminders for me when set it up......
I'll research resource mailboxes and see if they can do what the calendars are doing now...
Thanks for your time....I'm still learning!!
If you are doing a direct replacement of a paper based diary then the public folders method can work.
I have a number of clients doing that. However the key fact is that a person puts the entries in the calendar (secretary, receptionist etc) - everyone else can simply view the folder.
If you want to automate it, then you need to use resource mailboxes.
When users are setting up the meeting the resource is allocated as a resource. It also means the meeting comes from the right person who is organising it. You cannot really accept a meeting from a public folder.
Like I said, I was surprised that it was working at all.
Exchange 2007 actually has the resource mailbox functionality built in - at the moment it is a bit of a fudge that requires some mailbox settings to be made.
Simon.
I have a number of clients doing that. However the key fact is that a person puts the entries in the calendar (secretary, receptionist etc) - everyone else can simply view the folder.
If you want to automate it, then you need to use resource mailboxes.
When users are setting up the meeting the resource is allocated as a resource. It also means the meeting comes from the right person who is organising it. You cannot really accept a meeting from a public folder.
Like I said, I was surprised that it was working at all.
Exchange 2007 actually has the resource mailbox functionality built in - at the moment it is a bit of a fudge that requires some mailbox settings to be made.
Simon.
ASKER
I know you said you can't accept a meeting from a Public Folder. But we are. And it works. The request wen generated through PUblic Folders gets sent out as the person entering the request in the first place. You mean that , THAT is supposed to NOT happen?
Also--we are removing the responsibility from the secretaries to ALL users now. If they don't enter the appointment and the sent a meeting request to myself--they may not get the Av equipment.
Also--we are removing the responsibility from the secretaries to ALL users now. If they don't enter the appointment and the sent a meeting request to myself--they may not get the Av equipment.
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"public folders don't publish free/busy information"--- THATS the answer! Hard to find that answer in any MS docs or white papers...
I guess I'm asking abit much out off the users AND Public Foldrers. Well they will mostly just enter the data in the Public Calendar anyway...But having the reminders work by sending invitations is convenient also. Well, as long as it works for us now--except in OWA. I will live with it. I won't bother telling anyone it's not supported unless other features don't quite work right. Since most users use Outlook and not OWA, it should be workable. Would there be any advantage in me using Resource Folders..
PS--what additional step were you referring to? You simply enter the appt. data in a Public Calendar and invite yourself making sure you check the reminder box. Then ALL users needing to be at meeting will get reminders and all OTHER users can see the resource is taken.
I guess I'm asking abit much out off the users AND Public Foldrers. Well they will mostly just enter the data in the Public Calendar anyway...But having the reminders work by sending invitations is convenient also. Well, as long as it works for us now--except in OWA. I will live with it. I won't bother telling anyone it's not supported unless other features don't quite work right. Since most users use Outlook and not OWA, it should be workable. Would there be any advantage in me using Resource Folders..
PS--what additional step were you referring to? You simply enter the appt. data in a Public Calendar and invite yourself making sure you check the reminder box. Then ALL users needing to be at meeting will get reminders and all OTHER users can see the resource is taken.
The extra step is going to the public folder, finding the calendar, entering the appointment there, rather than just selecting calendar and entering it. Then if you get users with mobile devices (Windows or BB) then it will not work for them either.
Simon.
Simon.
ASKER
thanks for answering all my questions--you've already answered it above---
And yes, I have a Windows Mobile 5.0 powered device...
And yes, I have a Windows Mobile 5.0 powered device...
What you should be doing is using a resource mailbox and then booking the room as a resource in Outlook. There are various techniques for getting the "mailbox" to accept the meeting and ensure that it doesn't clash.
Simon.