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4/2/2013 2:49:16 PM
Total Posts 40

Best Practices on rescheduling of invited appointments made in the Public Folder


When an appointment is created in the Public Folder, and invites are added, the responses are not tallied because the Public Folder doesn't have the (free busy connector) Exchange functionality to up[date itself properly when the users accept.



This type of process is an Exchange based synchronization for meeting attendees.  That functionality is available from your own Outlook calendar, but not from the Public when an item is changed.  Outlook also warns you when saving that the responses to this meeting will not be tallied, so if it does change, it becomes unconnected to the time changes.  And because of the relationships we have in Add2Exchange, it may copy it back to the original time and date because of the type of synchronization with the two principals.


This problem only happens when you change the original time and date of that meeting from the Public.  Your current method will work fine if you don't make any changes to the appointment as far as time and date, but you can edit the details though.

However if the appointment changes, and replication has occurred, then the update might revert back to the original time and date.


This is causing an issue.  Because of such, we need to change the procedure for any appointments in which a change is made to the time and date when they were made in the Public and invited to other users.


The best practice on a time and date change of an appointment is to edit the subject and mark it "Canceled" or "Rescheduled to [date]" and then make another one at the new time and invite again.  This way the original appointments get replicate out to others with the words in the subject noting it has been canceled or moved.  If you just delete the appointment, you run the risk of someone saying the appointment was there and somehow disappeared; not knowing when it was rescheduled to.


If the appointment was rescheduled, create the new appointment in the Public Folder at that time and invite the same people using the new time.


This process ensures that everyone knows the status of a meeting, will avoid missing appointments, etc.