Outlook 2007 meeting invitation changes

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Hi All. I have just switched from Office 03 to 07 so I’m still discovering new ways of doing old things.

Here’s the issue: I sent out a meeting invitation from my director’s calendar to a number of people. After the fact, I occasionally have a need to put a note in the meeting invitation just for my director to see. In 2003, I could easily do this without the other attendee’s calendar being updated with this private information.

In Outlook 07, when I make the private entry into the invitation and exit, Outlook asks me if I want to discard changes or save and send update. I don’t want to do either…I just want to save the change without sending it to all attendees. I took a chance and chose save and send thinking it might present me with one more option but no go…the new updated meeting invitation went out to all.

Any help for this one?

Thanks!

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See Tip 543: Save meetings, don’t send updates…

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Thanks for that Hans. It looks like I’ll have to do that.

Interestingly enough, I was just conferring with a colleague about this and when he tested this on his system, Outlook offered him THREE choices (one of which is save and don’t send) where I only get two choices….guess I got the cheap version!

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Do you and your colleague have different versions of Windows (XP vs Vista)?

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We’re both running Windows XP. But I found out what the difference is…I was trying to make a change in the Location field.

For some reason, Outlook 07 doesn’t allow a change in that field without notifying all recipients. If I make a change in the notes section or the subject field of the meeting, I can just hit the save button and all is well. If I want to change something in the location field, that’s when the options are limited.

And in case anyone reading this wonders why I wouldn’t want all attendees notified of a location change, in many instances, a meeting starts out as an in-person meeting but at the last minute my director can’t appear in person and wants to call in via a teleconference number. So in her location field, I will take out the meeting room information and add the call-in details that she requires. However, now I am putting the call-in details in the subject field so she can see that when see is looking at her calendar (the notes section doesn’t come up when a reminder pops up so this is the only visual cue).

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Thanks for sharing the solution, it may well be useful to others!

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