Create, link to, or update Meeting Workspaces

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Create a new Meeting Workspace

  1. In a new or existing meeting request, on the Meeting tab, in the Attendees group, click Meeting Workspace.
  2. If you haven't already, add the following information to the meeting request:
    • In the To box, add the names of the people you want to invite or add a distribution list name. The names of these invitees will automatically display in the Attendees list in the workspace after you send the request.
    • In the Subject box, type the title of the meeting. This title will automatically display at the top of the workspace and is used as the site name in the workspace address.
    • Specify the date, time, and location of the meeting. This information will automatically display under the title in the workspace.

 Note   If you want the meeting to be a recurring series, on the Meeting tab, in the Options group, click Recurrence, and then complete the information about the series.

  1. Do one of the following:
    • Set up a workspace for the first time    

If you haven't previously created a new or linked to an existing Meeting Workspace, you will have to specify the location (the server) where you want to put the workspace, and then select the language and template you want to use.

  1. In the Meeting Workspace task pane, click Change settings.

 Note   For information about each setting, click More information at the bottom of the task pane.

  1. In step 1 in the task pane, select a location for your workspace.
  2. In step 2 in the task pane, select Create a new workspace, and then select a template language and type. These settings become your default settings for future workspaces you create.
  3. After completing the settings, click OK to return to the first task pane.
  4. Click Create.

 Note   Once you click Create, the workspace exists on the location you specified. If you meant to use a different location or template for this workspace, you must create another workspace with the settings you want. You should delete the other workspace if you don't intend to use it.

  • Set up additional workspaces    

If you previously created or linked to a Meeting Workspace, those location and template settings are now your default settings and appear in the first task pane. Do one of the following:

  • To use the default settings for your new workspace, in the task pane, click Create.
  • To change the defaults, in the task pane, click Change settings, and then select the settings you want to use. After completing the settings, click OK to return to the first task pane, and then click Create.
  • To open your browser and view the workspace, click Go to workspace in the task pane. Alternatively, you can click the link that was added to the body of the meeting request. You can add information or customize the workspace now or at a later time.
  1. To complete the meeting request, switch back to Microsoft Office Outlook 2007 by pressing ALT+TAB.
  2. Do one of the following:
    • To send the meeting request and invite others to the meeting and workspace, click Send. If this is a meeting request that was sent previously, click Send Update.

 Note   For information about creating or linking to a Meeting Workspace, see Help in the Meeting Workspace.

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Link to an existing Meeting Workspace

 Note   You cannot link to an existing meeting workspace that contains recurring events.

  1. In a new or existing meeting request, on the Meeting tab, in the Attendees group, click Meeting Workspace.
  2. If you haven't already, add the following information to the meeting request:
    1. In the To box, add the names of the people you want to invite or add a distribution list name. The names of these invitees will automatically display in the Attendees list in the workspace after you send the request.
    2. In the Subject box, type the title of the meeting. This title will automatically display at the top of the workspace and is used as the site name in the workspace address.
    3. Specify the date, time, and location of the meeting. This information will automatically display under the title in the workspace.

 Note   If you want the meeting to be a recurring series, on the Meeting tab, in the Options group, click Recurrence, and then complete the information about the series.

  1. In the Tip at the bottom of the task pane, click the text.
  2. In step 1 in the task pane, select the location that has the workspace you want to link to.
  3. In step 2 in the task pane, select Link to an existing workspace, and then select the workspace you want to use. If you are not sure if the workspace you selected is the correct one, click View workspace to verify.
  4. After completing the settings, click OK to return to the first task pane.
  5. Click Link.
  1. To open your browser and view the workspace, click Go to workspace in the task pane. Alternatively, you can click the link that was added to the body of the meeting request. You can add information or customize the workspace now or at a later time.
  2. To complete the meeting request, switch back to Office Outlook 2007 by pressing ALT+TAB.
  3. Do one of the following:
  • To send the meeting request and invite others to the meeting and workspace, click Send. If this is a meeting request that was sent previously, click Send Update.
  • To save the meeting request but not send it, on the Appointment tab, in the Options group, click Save & Close. No attendee information will be sent to the workspace, but other meeting details (subject, title, date, time, and location) will be sent.

 Note   For information about creating or linking to a Meeting Workspace from a Windows SharePoint Services 3.0 site, see Help in the Meeting Workspace.

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Update both a meeting request and a Meeting Workspace

You can update the meeting attendees, location, date, or time in a meeting request. Outlook will send the updates to the workspace. To change other information in the Meeting Workspace, you must make the change from the workspace.

  1. Open the meeting request containing the link to the workspace.
  2. Change the information in any of the following fields: To, Location, Start time, End time.
  3. To send all updates to the workspace and to the attendees, click Send Update.

 Notes 

  • If you update the meeting request and click Save & Close, the updated information won't be sent to the Meeting Workspace. To send the updated information, you must click Send Update.
  • For information about changing other information in the workspace, see Help in the workspace.

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Remove a Meeting Workspace link from a meeting request

If you no longer want a meeting request to link to a workspace, you can remove the link and the text that was automatically added with it from the body of the request. When you remove the link, the workspace will no longer be updated with changes you make to the meeting request. Removing the link does not delete the workspace. You can add the workspace link to that meeting request at a later time or to another meeting request. Alternatively, you can delete the workspace if you decide not to use it.

 Note   If the meeting request is for a recurring meeting series, you can't remove the link for only one meeting in the series. You can only remove the link for the entire series. Once you do, you can't link that workspace to any meeting request again. However, you can link the original recurring meeting series to a different workspace.

  • In the Meeting Workspace task pane, click Remove. This removes the link in the message body.

 Note   To delete a workspace, go to the workspace and see Help about deleting sites.

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Delete a Meeting Workspace

You can't delete a Meeting Workspace from Office Outlook 2007. You can delete the site from the workspace or from the parent Web site under which the workspace is a subweb.

For more information about deleting a site, see Help in the workspace.

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Applies to:
Outlook 2007