The Attendees list tracks the people who have been invited to the meeting and what the responses were to the invitation (whether the invitees plan to attend). It also displays notes that attendees add, such as a reminder that they will be a few minutes late. During or after the meeting, the Attendee list can be updated to reflect who actually did attend.
If you use an Instant Messaging program compatible with Windows SharePoint Services, such as Microsoft Windows Messenger, Microsoft MSN Messenger, or the Microsoft Exchange Instant Messaging Service, you can use that program from within the Attendees list in the workspace to communicate with other attendees. If an attendee is online, you can ask him or her to go to the workspace so you can work together.
Adding attendees and granting workspace rights
You must be a member of the Administrator site group (site group: A custom security group that applies to a specific Web site. Users are assigned to site groups to grant them rights on a SharePoint site.) to add attendees to the Attendees list. Administrators can edit information for all attendees. Individual attendees can edit only their own entry in the list.
Adding a name to the Attendees list does not always grant that person access rights (rights: File-level and folder-level permissions that allow access to a Web site.) to the workspace. Whether rights are granted automatically depends on the Meeting Workspace site you are using and how attendees were added.
If you use Microsoft Outlook to create a Meeting Workspace site, Outlook automatically updates the Attendees list in the workspace after you send the meeting request. The attendee names come from those listed on the To line of the meeting request. Attendees are automatically assigned to the Contributor site group and added as users with rights on the workspace. If there is a problem granting rights automatically, a message will instruct you on where to go in the workspace to add the attendee as a user. As the meeting organizer, you are added to the Attendees list and assigned to the Administrator site group.
If you use Outlook to link a meeting request to an existing Meeting Workspace site, attendees will have rights automatically if either of the following is true:
- The workspace was originally created with permissions that are unique from the parent Web site.
- The workspace inherited its permission settings from the parent site and the attendees have access rights on the parent site.
From a Windows SharePoint Services event
If you create or link to a Meeting Workspace site from a Microsoft Windows SharePoint Services event, only your name is automatically added to the Attendees list. You have to manually add the other attendees to the list. Whether you and the other attendees automatically get permissions on the workspace after being added to the Attendees list depends on the permission settings used when the workspace was created.
Workspace site uses the same permissions as the parent site
You and other attendees who already have rights to access the parent site will automatically have rights to access the workspace. For this to work, you must enter a valid e-mail address (for example, firstname.lastname@example.org) or user name (DOMAIN\name) in the Attendees list.
Attendees who don't have access rights on the parent site must be granted rights there first. Only the Administrator of the parent site can grant those rights.
Workspace site uses unique permissions
You and other attendees will automatically get access rights on the workspace if you are added to the Attendees list using a valid e-mail address (for example, email@example.com) or user name (DOMAIN\name). As the meeting organizer, you will be assigned to the Administrator site group.
From a Windows SharePoint Services-compatible calendar and e-mail program other than Outlook
If you use a Microsoft Windows SharePoint Services-compatible calendar and e-mail program other than Microsoft Outlook to create or link to a Meeting Workspace site, see the documentation for that program.
Where the Attendees list can appear
The Attendees list Web Part is displayed by default on the home page in the following meeting templates: Basic Meeting, Decision Meeting, Social Meeting, and Multipage Meeting. You can have only one Attendees list in a Meeting Workspace site. If you add another Attendees Web Part to the workspace, a view of the original Attendees list is displayed, not a new Attendees list. You cannot delete the Attendee list from a workspace; however, you can hide the Web Part so the list doesn't display.
About the difference between attendees and users in a Meeting Workspace site
Add, edit, or delete an attendee in a Meeting Workspace site
About site groups
Add a user or cross-site group
About multiple meetings in a workspace site