Outlook 2003 -Adding person to distribution list after meeting is sent

[Jtorres13]

Hello,

Using Outlook 2003 SP3, Windows XP SP3. A while back a recurring meeting invitation was sent to a distribution list. everyone got the invite, accepted and they're fine. A new person was added to the Dist. list. Of course, since the meeting invite had already been sent, the new member of the dist. list didn't get an invite. What is the best way to send him an invite? Add him as an individual to the meeting and send him an update? Delete the meeting and send a new invite to all again?

 

[Gavona]

A related issue might be what happens when someone leaves a distribution list - how can you retract meeting requests already sent and stop sending him updates?

My suggestions:
1)In the Availability tab expand the distribution list to show individual names. (Click on the little plus sign). This is non-reversible. Delete and add names as required. When you close the request you are prompted as to whether you want to send to new invitees. This I have done and works.
2)Delete the distribution list a add it again. I have not tested this. It may send everyone a cancellation and re-invite them (which may not be what you/they want!). It probably re-invites anyone who has declined the meeting.

(Did you know that if you decline a meeting request (because you are not available at that time) you are not sent updates even if they are updates to the date/time of the meeting? Maybe when changing a meeting time we should do something along the lines of 2 above)

Gavin

 

[Jtorres13]

Thank you, Gavin. We didn't delete the dist. list, but just added the new person to the invite and sent the update. I thought there wouldn't be an easier way of doing it. Thanks for confirming.