Manage the attendees in a Meeting Workspace site

The Attendees list in Windows SharePoint Services 3.0 tracks the people who were invited to the meeting, whether they will attend, and any notes that they want to relay about their attendance (such as reminding the organizer that they will be late). During or after the meeting, the list can be updated to reflect who actually attends.

 Note   Attendees are automatically assigned to the Members group for the Meeting Workspace site, which gives them permission to view and contribute to the site. To add or change other attendees, you need to be an owner of the Meeting Workspace site or the meeting organizer. For more information, see the person who set up the site.

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How the Attendees list is created

The way that the Attendees list is created depends on how you set up the Meeting Workspace site.

Some calendar and e-mail applications that are compatible with Windows SharePoint Services automatically update the Attendees list in the Meeting Workspace site after you send the meeting request. The attendee names come from those listed on the To line of the meeting request.

If the attendees are automatically set up by the calendar and e-mail application, the attendees will be given the Contribute permission level, which will enable them to view pages and edit list items and documents. The permission level and the actions the user can perform are inherited from the parent site, but you can apply unique permissions. To do so, you modify the advanced user permissions in the settings for the Meeting Workspace site. Find links to more information about modifying permission levels in the See also section.

If there is a problem with granting permission automatically, you will receive a message telling you where in the Meeting Workspace site to add the attendee as a user.

You will know if the attendees were set up automatically because they will appear in the Attendees list in the Meeting Workspace site. For more information about setting up a Meeting Workspace site in calendar and e-mail applications that are compatible with Windows SharePoint Services, see Help in that application.

If you set up attendees from your e-mail or calendar application and then later edit the attendees in the Meeting Workspace site, you may need to update that information in your e-mail or calendar application.

If you set up the Meeting Workspace site by using Windows SharePoint Services 3.0, or if your e-mail or calendar application doesn't automatically add the attendees, you need to update the attendees by using Windows SharePoint Services 3.0.

 Notes 

  • You can have only one Attendees list in a Meeting Workspace site. If you add another Attendees Web Part to the Meeting Workspace site, another view of the original Attendees list is displayed, not a new Attendees list.
  • When you set up a Meeting Workspace site by using Windows SharePoint Services 3.0, you and other attendees who already have permission to access the parent site will automatically have permission to access the Meeting Workspace site. In order for this to work, you must enter a valid e-mail address (for example, someone@example.com) or user name (DOMAIN\name) in the Attendees list. Attendees who don't have permission to access the parent site must be granted permission there first by an administrator or site owner.

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Add meeting attendees with Windows SharePoint Services 3.0

  1. At the bottom of the Attendees list, click Manage Attendees.
  2. On the toolbar, click New menu image.
  3. Type the person's name and any other information that you want, such as whether the attendee is optional or required.

You can click Browse to help locate the name in a directory.

  1. Click OK.
  2. To return to your Meeting Workspace site, click its name in the top navigation.

 Notes 

  • Whether you and the other attendees automatically get permissions in the Meeting Workspace site after being added to the Attendees list depends on the permission settings that were used when the Meeting Workspace site was created.
  • Only the meeting organizer or site owner can add other attendees.

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Edit the meeting attendees

  1. Under the Attendees list, click the Edit button Button image next to the attendee whose information you want to change.
  2. Change the information you want, and then click OK.
  3. To return to your Meeting Workspace site, click its name in the navigation bar.

 Note   Only the meeting organizer, site owner, or the attendee can change responses or other information.

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Delete meeting attendees

  1. At the bottom of the Attendees list, click Manage Attendees.
  2. Point to the attendee's name to display a down arrow.
  3. Click the down arrow, and then click Delete Item.
  4. When prompted whether to send the item to the Recycle Bin, click OK.

 Notes 

  • Only the meeting organizer or site owner can delete other attendees.
  • You cannot delete the Attendees list itself from a Meeting Workspace site. However, you can hide the list so that it is not displayed. For more information about customizing lists, see Help.

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Applies to:
SharePoint Server 2007, Windows SharePoint Services 3.0