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.
Submitted by: Anonymous
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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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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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on
2/25/2010 10:00:25 AM
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