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Delegate cannot view meetings marked Private by Another Chairperson RRS feed

  • Question

  • We have a delegate who has access to view and manage her manager's calendar, including his private items; however if another chairperson invites her manager to a meeting and that chairperson marks their meeting as private, the delegate cannot see view it on the manager's calendar. She can see it if the Manager opens the meeting and unchecks the private setting, but that defeats the purpose of the Delegate managing his calendar if he has to manage it himself.  Does this have something to do with the fact that the Delegate does not have access to the Chairperson's mailbox & private items, and technically the delegate's manager did not create or enable the private setting?  Any other way to resolve this so the Delegate can view all meeting requests sent to her manager?

    We are using Outlook 2010 32 bit (14.0.7116.5000) and Exchange server 2010 (version 14.3, build 123.4).

    Thursday, September 4, 2014 3:26 PM

Answers

  • Hi,

    This behavior is by default in Outlook. Private meetings won't be sent to the delegate. Two possible workaround here:

    • Let the manager respond to any private meeting requests received
    • Give the delegate full access permission and the delegate would add the manager's mailbox as an additional mbx in the profile. Then, the delegate can access the private meeting request in the manager's mailbox and responds. See: http://support.microsoft.com/kb/981245

    Regards,

    Steve Fan
    TechNet Community Support


    It's recommended to download and install Configuration Analyzer Tool (OffCAT), which is developed by Microsoft Support teams. Once the tool is installed, you can run it at any time to scan for hundreds of known issues in Office programs.


    • Edited by Steve Fan Friday, September 5, 2014 6:08 AM
    • Marked as answer by Steve Fan Tuesday, September 16, 2014 8:21 AM
    Friday, September 5, 2014 6:07 AM
  • So here is what we had to write up to deal with this feature.

    When another person sends a meeting invitation marked as private to the
    Delegator, the Delegate does not have access to view these items as it is
    private between the chairperson, with whom the delegate does not have access,
    and the Delegator.  This is a feature, so that the meeting is truly meant only
    for the eyes of the parties invited, and others can not view it.

    NOTE: The Delegator may
    not easily notice that the meeting is set as private, unless the Chairperson
    indicates that specifically within the Subject of the
    meeting.


    • View from iPhone - There is no indicator
      showing it as a private meeting when viewing it from an iPhone or iPad, even after it is
      accepted and viewed from the iPhone Calendar.
       
    • View from Outlook - If you look at the
      contents of the meeting request email, the calendar view within the request will
      show a tiny lock on the meeting as shown
      below indicating that it is private. The other key indicator, is that the meeting request remains in your Inbox, since your delegate cannot view or mange this meeting.


    One of the following will need to be done to handle these
    private invitations:


    1. Ask the chairperson if it is necessary for it to be marked as
      private, since your delegate cannot see or manage it.  If not, resend the
      meeting without the private setting.
       
    2. The Delegator will need to manage this meeting themselves, and
      the Delegate will have no access to it.
       
    3. The Delegator can Accept the meeting request, open the meeting
      from their calendar in Outlook, remove the private setting (click on the
      lock icon), and Save and Close.  Then the
      Delegate will have access to the meeting going forward, unless the chairperson
      sends an update which may enable the private setting again.

    • Marked as answer by Steve Fan Tuesday, September 16, 2014 8:21 AM
    Monday, September 8, 2014 12:48 PM

All replies

  • Hi,

    This behavior is by default in Outlook. Private meetings won't be sent to the delegate. Two possible workaround here:

    • Let the manager respond to any private meeting requests received
    • Give the delegate full access permission and the delegate would add the manager's mailbox as an additional mbx in the profile. Then, the delegate can access the private meeting request in the manager's mailbox and responds. See: http://support.microsoft.com/kb/981245

    Regards,

    Steve Fan
    TechNet Community Support


    It's recommended to download and install Configuration Analyzer Tool (OffCAT), which is developed by Microsoft Support teams. Once the tool is installed, you can run it at any time to scan for hundreds of known issues in Office programs.


    • Edited by Steve Fan Friday, September 5, 2014 6:08 AM
    • Marked as answer by Steve Fan Tuesday, September 16, 2014 8:21 AM
    Friday, September 5, 2014 6:07 AM
  • Thanks for the info Steve.  I figured that it was a feature of Outlook, but could not find any info that explained that scenario.  So we weren't absolutely sure, since she did have access to his Private items on his calendar.

    So she can see private meetings he creates, just not private meetings from another client to him, correct?

    Friday, September 5, 2014 12:02 PM
  • So here is what we had to write up to deal with this feature.

    When another person sends a meeting invitation marked as private to the
    Delegator, the Delegate does not have access to view these items as it is
    private between the chairperson, with whom the delegate does not have access,
    and the Delegator.  This is a feature, so that the meeting is truly meant only
    for the eyes of the parties invited, and others can not view it.

    NOTE: The Delegator may
    not easily notice that the meeting is set as private, unless the Chairperson
    indicates that specifically within the Subject of the
    meeting.


    • View from iPhone - There is no indicator
      showing it as a private meeting when viewing it from an iPhone or iPad, even after it is
      accepted and viewed from the iPhone Calendar.
       
    • View from Outlook - If you look at the
      contents of the meeting request email, the calendar view within the request will
      show a tiny lock on the meeting as shown
      below indicating that it is private. The other key indicator, is that the meeting request remains in your Inbox, since your delegate cannot view or mange this meeting.


    One of the following will need to be done to handle these
    private invitations:


    1. Ask the chairperson if it is necessary for it to be marked as
      private, since your delegate cannot see or manage it.  If not, resend the
      meeting without the private setting.
       
    2. The Delegator will need to manage this meeting themselves, and
      the Delegate will have no access to it.
       
    3. The Delegator can Accept the meeting request, open the meeting
      from their calendar in Outlook, remove the private setting (click on the
      lock icon), and Save and Close.  Then the
      Delegate will have access to the meeting going forward, unless the chairperson
      sends an update which may enable the private setting again.

    • Marked as answer by Steve Fan Tuesday, September 16, 2014 8:21 AM
    Monday, September 8, 2014 12:48 PM
  • Thank you for the summary. We can also apply a rule on all private meetings and you can set the rule action to "flag for follow up" or "move it to the specified folder", etc. In this way, it's easy to see the private meetings.

    Regards,

    Steve Fan
    TechNet Community Support


    It's recommended to download and install Configuration Analyzer Tool (OffCAT), which is developed by Microsoft Support teams. Once the tool is installed, you can run it at any time to scan for hundreds of known issues in Office programs.

    Tuesday, September 9, 2014 9:51 AM
  • Great tip, thank you.  I'll document that as well.
    Tuesday, September 9, 2014 12:32 PM