About enabling others to set up your Meeting Workspaces - Outlook

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About enabling others to set up your Meeting Workspaces

Applies to: Microsoft Office Outlook 2003

The requirements for someone to set up a Meeting Workspace and send the associated meeting request on your behalf are:

You and the person who will set up the workspace for you must be using a Microsoft Exchange Server e-mail account.
For the other person to create new Meeting Workspaces, you must make sure they have rights to access the parent Microsoft Windows SharePoint Services Web site where the Meeting Workspace will be a subsite.
For the other person to link to an existing Meeting Workspace that you created, you need to add them to the Administrator site group in the Meeting Workspace.
You must give the other person access to your default Calendar, and you must enable them to send meeting requests on your behalf. You can do this by sharing your Calendar folder with them or by assigning them delegate (delegate: Someone granted permission to open another person's folders, create items, and respond to requests for that person. The person granting delegate permission determines the folders the delegate can access and the changes the delegate can make.) access permissions on your Calendar.
The person working on your behalf must be online to access your calendar when creating the meeting request and workspace.

Show How it works

When your delegate or the person sharing your calendar creates a new or links to an existing Meeting Workspace on your behalf, they are automatically added as a user in the workspace and assigned to the Administrator site group. However, that person is not added to the Attendees list. In addition, when they create new workspaces, you are automatically added as a user in the workspace and assigned to the Administrator and Contributor site groups, and you are added to the Attendees list.

Note For existing Meeting Workspaces, this information was added at the time you created the workspace.

Once the meeting request is sent, the meeting is automatically added to your Calendar. You or the person working on your behalf can update the request. The updated information will be sent to the workspace when you send the updated meeting request to the invitees. Responses that recipients send will go directly to the Inbox of the person working on your behalf.

If you want to change delegates later, you need to give the appropriate rights to the new delegate. If you want to prevent the previous delegate from accessing the workspace, you must delete their rights on the Web sites.