Is there a way to add an updated hyperlink attachment to a recurring weekly meeting without having the attendees to accept the meeting invitation a second time. For example, we have a standing weekly directors’ meeting every Tuesday with an agenda. I copy the updated agenda into the organizer’s calendar as hyperlink and send the meeting as an update. Well, the executive director is a bit tired of having to accept the meeting each week and wants me to research a way to include the agenda on the organizer’s calendar or find a way to get the agenda on everyone’s calendar without having to accept the meeting invitation each time. Please assist. Thank you.
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I agree with S3's solution. This way, in order to see the agenda, they'll just need to open the meeting on their calendar and click on the link. If you already have a shared directory that you can create links to this should be the easiest solution. The only issue I see with sending out an email each week with the meeting agenda is that it creates more emails, which I think most executives would prefer to get less of. :-)
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Heather Messing on
2/27/2010 5:27:05 PM
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Sounds like you are farming one agenda out to multiple users instead of having the multiple users link to a single document.
Put the agenda on a common server and then insert a hyperlink or shortcut to the document in the recurring appointment.
As long as you don't change the name of the document when you update it, the conditions of the link never change.
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Anonymous on
2/26/2010 8:31:30 AM
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I absolutely HATE when people attach and reattach documents to an existing calendar appointment. It is not always successful and occasionally creates calendar issues. What is wrong with sending a group e-mail with the attachment each week? I have found that when attaching a document to an existing appointment you still have to accept it in the Outlook inbox as if it is a new appointment. After you accept that appointment there you must still open the calendar, find the appointment with the update, open it and then open and print the document. What is wrong with just sending an e-mail to the meeting group with the attachment? It simplifies the entire process. Then you can do whatever you want with that document, print, save, delete, etc.
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Anonymous on
2/26/2010 8:30:39 AM
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For our weekly staff meetings, we use a standard agenda, which is not attached to the recurring meeting notice. I use a PowerPoint file for my agenda and hyperlink all agenda items to this file. Any changes will be to this file and not the calendar. The only time the meeting notice changes is when there's a schedule or location change. Just another option you might look into, using Outlook calendaring.
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Anonymous on
2/25/2010 4:13:30 PM
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Have you tried turnning off responses after you send the first meeting request?
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Anonymous on
2/25/2010 11:06:08 AM
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This is an idea that I have not tried. But, what if your recurring meeting contained a hyperlink to a location where you would place the agenda and continue to update the file, such as "name of meeting Agenda.doc"? At any given time, the most recent agenda would be posted. The only drawback that I see, would be that you would not have access to previous agendas.
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Kathi Robinson on
2/25/2010 10:35:12 AM
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Hi! I'm assuming you are using outlook for your calendar. If I understand correctly, you create a calendar appointment, invite the appropriate folks, and in the big white box where you can type information (which shows up like and email in people's in-boxes) you post a hyperlink to the agenda document.
If I am correct what you could do is create a recurring appointment with the hyperlink in the big white box area. That hyperlink will stay with each appointment so all the individual has to do is open the appointment for that week and click on the hyperlink to see the agenda.
what you WILL have to do is be sure the agenda that has the hyperlink is a Unirversal one, (The body of the agenda can have the appropriate date) then after the meeting "save as" the agenda for that meetings date and use the original one as the new agenda.
The agenda will have to have a universal name with the file extension instead of having the date in the name; when you save it after the meeting you can add the date to the saved version. An example is "Director's Meeting_Current Agenda" as the one with the hyperlink. After the meeting you would open it, save as, "Director's Meeting_2-24-10" Then in the body of the universal agenda you can put the date for next week's meeting.
Hope this helps!
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S3 on
2/25/2010 10:28:26 AM
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I also ran into this snag. What we decided to do for each meeting was have the person who owned the meeting notice (or their assistant) send out an agenda under a general email to the group rather than add to the meeting notice. It seems to have worked pretty good for us. They get the agenda and they don't have to accept the meeting notice more than once. There could be a better way and if anyone knows of it, I'm interested in learning it.
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Audrey Adams on
2/25/2010 10:24:56 AM
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One suggestion is to have the support person accept the calendar invites if they have access to the exec. director's calendar. I don't see how he/she can get around not accepting calendar invites.
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Valerie Butler on
2/25/2010 10:02:06 AM
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I'd like to know this as well...it's a really annoying feature and I can't seem to find a way around it either!
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Susan Marland on
2/25/2010 10:00:25 AM
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