Outlook Calendar/meeting request query (long post!)

[DesperatelySeeking]

Ok,

This is a little confusing so please bear with me. We currently use a central calendar to control all meetings (internal and external); it's important to realise that this will not change, no matter what - it's a stayer.

All meeting rooms are booked through this calendar but there are no resources etc. configured on the system. This means that there is nothing to stop double bookings from occuring - which they frequently do. At the moment this is resolved by having a member of staff go through the the next day's meetings and informing people when there are issues like double bookings etc.

Now the obvious way around this would be to set up calendars for each meeting room and post meetings in these calendars but, as I said before, the powers that be want to stick with the central calendar.

Question 1) is there a way (not involving scripting/VBA/a.n.other programming language) to arrange things so that the meeting room bookings appear in the main calendar?

Question 2) Again, avoiding a programming based solution, can anyone think of another way around this problem? Bear in mind the Central Calendar issue and the fact that no-one is prepared to take on the role of "meeting manager" - the idea is to arrange things so that everyone can book their own meetings without double bookings etc.

TIA

DS

 

[sawedoff]

On way might be to set up a mailbox for each meeting room, and as the person is setting up a meeting, they could "invite" the meeting room. That way, if they view the attendee availability, they will see that the Meeting room is "Busy" during that time period.

Sawedoff

 

[DesperatelySeeking]

Sawedoff - this would work, but only if someone was monitoring the meeting room mailboxes so that any invites could be replied to....

Any more ideas?

DS

 

[Madawc]

You could set up each room as a 'person', so that their time could not be double-booked. Or at least it would be obvious if it had.

I'm fairly sure there is a more elegant and sensible way to do it, but this would work. Someone would have to monitor the rooms, but this would be routine.

Madawc Williams (East Anglia, UK). Using Windows XP & Crystal 10

 

[DesperatelySeeking]

Madawc - that's the issue, no-one in the officew wants to be meeting room monitor

I was looking for a way (without scripting etc) to place the room bookings in the central calendar. I'm fairly certain it can't be done.

DS

 

[Madawc]

You could cycle the job between everyone on a month-by-month basis.

Or get a job somewhere with better work practices.

Madawc Williams (East Anglia, UK). Using Windows XP & Crystal 10

 

[Madawc]

What you're asking about is actually 'Location', which should be settable, though it's done by other people where I work. Check help, and then post about 'Office meeting location' if you can't figure it.

Madawc Williams (East Anglia, UK). Using Windows XP & Crystal 10

 

[sawedoff]

If you set up the rule to delete all messages as soon as they are received, there would be no reason to "monitor" the mailbox. All meeting requests would automatically go to the meeting room's calendar, and show busy, as long as they were a "required" attendee. They would not have to reply.

Sawedoff