How to delete Outlook meetings when Originator has left the organization.

100 pts.
Tags:
Calendar
Exchange 2003
Outlook 2003
Outlook calendar
Outlook meetings
One of our executives is retiring, and he has emptied everything out of his calendar. He deleted some recurring meetings that were originally created on his calendar by his assistant, who left the organization a long time ago. I don't know if that makes the executive or his assistant the meeting originator. When the recurring meetings were deleted from the executive's calendar, a notification was not sent out to the meeting attendees so that the meetings would be deleted from their calendars. Attendees now are not able to delete the old series of recurring meetings because they are not the originator. We want them to be able to delete the old meetings so a new series can be created with a new originator. We are running Exchange Server 2003 on Windows Server 2003, and our users are running Outlook 2003 on Windows XP. Any advice would be appreciated!

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When you open the recurring meetings, it should tell you who the organizer was. If it shows the organizer to be the exec who has not left yet, he will have the option to send out cancellations. If he simply deletes instead of sending the cancellation he may need to recover them from his deleted items first. If the organizer was the person who left some time ago you could do a restore of that account, give someone full control of the restored mailbox and have them send out the cancellations from that mailbox. If that is not a possibility, then simply send an email to the invitees instructing them to delete the appointments from their claendars themselves. They CAN delete them, it just won’t send out cancellations to any of the other invitees of course. I just successfully deleted a series of recurring test meetings of which I was not the originator just to be sure it can be done. Have the appropriate person send out new invites.

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  • Higgie

    We solved this issue in a different way after losing seven administrative assistants over the past few years. We created a 'scheduled meetings' calendar from which all administrative staff in our department send/set up meetings.   

    The admins will originate the meeting from this calendar (not their managers or their own).

    While the calendar can get a bit 'messy' looking depending on the amount of meetings that occur at your company, it's guarateed that this account will never be deleted, terminated or 'laid off'. 

    Additionally if the person who set up the meeting is on vacation or has left the company, any other administrative person can access the calendar and make any updates, corrections, changes, etc.

    It's also important that you adjust the calendar properties so that if you have two meetings that occur at the same time, Outlook won't think it's a conflict and not send the meeting.

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  • Soilder

    Is there a way I can create an Appointment where though I have originated the calender, I can give control to another person/group to change.

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  • Soilder

    To avoid this scenrio, Is there a way when I create a appointment, I give full control to another person/Group so that when I leave, they have no problem with recurring appointments.

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