• Home
  • Topics
    • Office 365
    • Teams
    • SharePoint Online
    • Exchange 2019
    • Exchange 2016
    • Exchange 2013
    • Hybrid
    • Certificates
    • PowerShell
    • Migration
    • Security
    • Azure
  • Blog
  • Podcast
  • Webinars
  • Books
  • About
  • Videos
    • Interview Videos
    • How To Guide Videos
  • Subscribe
    • Facebook
    • Twitter
    • RSS
    • YouTube

Practical 365

You are here: Home / Exchange Server / How to Prevent Meeting Requests Appearing in Delegate's Outlook Calendars

How to Prevent Meeting Requests Appearing in Delegate's Outlook Calendars

May 21, 2012 by Paul Cunningham 8 Comments

In the article on Exchange 2010 Room Mailboxes a reader asks:

Do you know if there is a way to stop accepted meeting room resource requests going into the meeting organiser’s calendar? This is because the PA’s request the meeting rooms on behalf of their bosses but they aren’t going to attend the meeting themselves.

The solution to this problem is in how the meeting request is created.

If the delegate opens a new meeting request for themselves and adds their manager and other attendees to it, then the delegate will also be include as the meeting organizer.

Meeting request sent by the delegate as the meeting organizer
Meeting request sent by the delegate as the meeting organizer

Instead, if the delegate starts the new meeting request by first opening their manager’s calendar and selecting a block of time, the meeting request will be on behalf of the manager, and will not go into the delegate’s calendar.

Meeting request sent by delegate on behalf of their manager
Meeting request sent by delegate on behalf of their manager

Depending on the delegate settings the manager has configured the delegate can then receive all of the meeting responses from attendees and room mailboxes.

How to Prevent Meeting Requests Appearing in Delegate's Outlook Calendars

Exchange Server Delegates, Exchange 2010, Meeting Requests, Outlook

Comments

  1. Anna says

    October 8, 2018 at 10:38 pm

    I want to send a meeting request on behalf of manager and get the replies regarding this particular meeting only. Does whichever option she choses apply to ALL meeting requests? How can I make it apply to particular meetings only?

    Reply
  2. theresa says

    November 2, 2017 at 5:28 am

    I would love to know as a delegate how to set a rule so meeting invite responses default to a folder. My boss thought I should get them (as not clicking the box when setting up delegate access) but he sets most meetings and I get all the responses. If I need to know anything I can check the tracking?

    I’ve only set rules per individual not for all responses for an individual before.
    Thanks!

    Reply
  3. Jeremy says

    June 22, 2017 at 11:29 pm

    Hi Paul,

    I ran across your article while searching for an answer to a similar issue we’re facing that I’m stumped on.

    We’re on Exchange 2013 on prem and Outlook 2016.

    A delegate connects to a delegator’s calendar in Outlook. Creates a meeting or appointment on the delegator’s calendar. Everything is working as intended, except the meeting never shows up on the delegator’s calendar.
    The strange thing is, the meeting is only visible on the delegator’s calendar when viewing their calendar from the delegate’s Outlook (where it was created), but not when logged in as the delegator themselves or when viewing the delegator’s calendar from a different user with permissions.

    Just wondering if you’ve run into this before by chance? I’m running out of ideas.

    Thanks

    Reply
    • Paul Cunningham says

      June 23, 2017 at 9:55 am

      Never encountered that before. Maybe the person creating the meeting is adding it to a different calendar, or setting a private flag or something else that would limit the visibility of it.

      Reply
      • Sasi says

        December 11, 2019 at 3:06 pm

        Hello Paul, we have similar issue happening with one of the user, can you provide a solution for this please

        Reply
    • Mary says

      March 13, 2019 at 4:44 am

      This is happening to us. And I just tested by asking one of our help desk managers to add me to her calendar as a delegate. As the person creating the meeting from her calendar, I can see it but she cannot. There is no “Private” flag or anything to limit visibility.

      Reply
      • Jeremy says

        July 26, 2019 at 4:25 am

        Any update on this? I’ve just encountered the same thing. Delegate sets up meeting on managers calendar. Delegate can see the meeting after creation on the managers calendar. Manager sees all the responses however, the meeting IS NOT on the managers calendar.

        I’m stumped!

        Reply
  4. Rick says

    June 19, 2013 at 7:04 am

    This scenario doesn’t allow attendees to respond to the meeting request.

    For instance.

    I call in and ask the secretary for a meeting at 5 pm on Tuesday with her boss. She can book the meeting but her boss can’t decline or suggest other times.

    Reply

Leave a Reply Cancel reply

You have to agree to the comment policy.

Recent Articles

  • Changes in Microsoft 365 Apps Channels and Why You Should Care
  • A New Tool to Manage Exchange-related Attributes Without Exchange Server
  • Microsoft Launches Group Ownership Governance Policy
  • Making the Case for Identity Governance in Azure Active Directory
  • Prepare an Office 365 migration plan assessment using PowerShell

Copyright © 2022 Quadrotech Solutions AG · Disclosure · Privacy Policy
Alpenstrasse 15, 6304 Zug, Switzerland