Edit/Add Meeting Notes on meeting invite sent from someone else

Anonymous
2023-08-16T19:12:41+00:00

I have a user who used, supposedly, used to be able to add note/details to a meeting they were invited to for our president.

For instance, the user Sally, received and accepted a meeting on behalf of John from Meeting Organizer. Sally would then be able to add notes about travel arrangements for John into the meeting she accepted on John's calendar. Now, she is no longer able to edit/add these details or the meeting at all.

Is it possible to add notes/details to a meeting invite from someone else? I am not interested in the OneNote plug-in function that allows you to edit a note for a meeting in OneNote. We would want to do this only inside Outlook.

User has full owner rights to the mailbox and calendar and we've tried it with added delegate rights and without.

Outlook | Windows | Classic Outlook for Windows | For home

Locked Question. This question was migrated from the Microsoft Support Community. You can vote on whether it's helpful, but you can't add comments or replies or follow the question.

0 comments
Answer accepted by question author
Anonymous
2023-11-27T21:03:05+00:00

Anna,

First make sure you are on the Beta Channel or CC Preview latest build. This new feature will be in Current Channel later this week in Version 2311 (Version page, Update history).

Go to the Calendar tab in Outlook and add an appointment to your calendar. It can be anything. Double click on that appointment to open it and then click File, Options, Customize Ribbon, etc. Rest of steps from Known Issue article below.

Images are blocked and meeting body is read only in Outlook Desktop if calendar items are from other senders for Microsoft Outlook Spoofing Vulnerability released August 8, 2023 - Microsoft Support

Add the Edit Meeting button to the Ribbon

  1. In Outlook Desktop switch to your calendar and open a meeting item.
  2. Select File, Options, then Customize Ribbon.
  3. In the right column under Customize the classic ribbon, under Main Tabs, select Appointment.
  4. Select New Group and then after it appears, rename it Edit Meeting. You can rename it later if you prefer.
  5. Use the Move Up arrow to move the Edit Meeting button under Actions. Keep the new group Edit Meeting selected.
  6. Using the column on the left, under Choose commands from: click the dropdown and select Commands Not in the Ribbon.
  7. In the picker box, locate and select Edit Meeting, then click Addto add it to the custom group you just created.
  8. Select OKto exit Customize the Ribbon.
    Edit meeting button Customize ribbon in Outlook

Was this answer helpful?

200+ people found this answer helpful.
0 comments

297 additional answers

Sort by: Most helpful
Most helpful Newest Oldest
  1. Anonymous
    2023-09-06T16:39:02+00:00

    Spot on....I find it difficult to see any objection to reinstating the status quo ex-ante, and I've not yet seen a coherent rationale for why the de facto settled position was problematic in any way and thus needed changing.

    Was this answer helpful?

    2 people found this answer helpful.
    0 comments
  2. Anonymous
    2023-09-06T13:44:29+00:00

    This response seems to miss the point.

    Having followed the first link, I found the following introductory text,

    "If you want to give your notes a more consistent appearance and provide a more complete record of your meetings, you can add meeting details from Outlook into your OneNote notes."

    This article is about editing notes in OneNote so that it has information in it from Outlook; it is not about editing meetings in Outlook.

    The original question is, and most subsequent questions are, about editing a meeting (that someone else sent) in Outlook so that when you look back at the meeting, in Outlook, you can see the additional information that you have added.

    If Outlook is the tool to use to manage my meeting diary, why should OneNote be the tool I have to use to look back at those meetings and any annotations I want to put on them?

    I don't think you need to roll back what has been provided in OneNote, simply reinstate what has been taken out of Outlook.

    Was this answer helpful?

    2 people found this answer helpful.
    0 comments
  3. Anonymous
    2023-08-22T11:47:36+00:00

    Derick / Lisa - this is exactly what I meant. The copy of the meeting that is in your calendar, as an attendee rather than as the organizer (or a delegate of the organizer, who is working from the organizer's calendar). Duly noted and understood we're not talking about changing date/time/attendees etc.

    So we 3 are surely on the same page and I think we are all in sync with the OP. Where I start to fall off from the pack is that I agree - that shouldn't be available for you to edit. If the organizer wants to include attachments and/or body text, or even change the subject/title of the meeting - they can do that. When they do, your local changes ought to be overwritten by whatever updates come from the organizer. This item is theirs to be in control of.

    I do agree it would be convenient if there was somehow a local-only field on these meetings (local not meaning local computer, but this-attendee's-eyes-only per se). I do not know if there used to be such a local-only field and it was taken away. My current guess is no, and they simply realized the gap and have closed it.

    As a helpdesk agent for Outlook/Exchange, as well as Exchange admin, for most of my career, I can say - large meetings get out of sync between all the attendees and there is no way out of that situation where everyone is happy. So this is why I'm so strongly leaning this way (selfishly).

    So I'm on your side for solution just like what was available, but which is definitely safe from wreaking havoc on meetings/calendars.

    Was this answer helpful?

    2 people found this answer helpful.
    0 comments
  4. Anonymous
    2023-08-21T16:54:50+00:00

    While I do think Sally as a properly setup delegate for John, SHOULD be able to modify the event occurrences/series by doing so from HIS calendar, pause..... I do NOT think that is what is being asked here. Instead I would like to ask - are you/Sally talking about being able to modify the instance of that meeting in Sally's own calendar? Similar to this like-timed issue on TechCommunity M365-Insider forum: https://techcommunity.microsoft.com/t5/microsoft-365-insider/unable-to-edit-outlook-meeting-s-body-text-i-m-not-the-organizer/m-p/3905167

    Please do confirm. The other responses seem to be entertaining the topic as though we're talking about what I've just asked to clarify. Especially Simbarashe's response which goes along exactly with the idea that only the organizer can modify the meeting copy that ends up on all attendees calendars.

    This Support.microsoft.com page highlights the behavior we're seeing as being by design: https://support.microsoft.com/en-us/office/change-an-appointment-meeting-or-event-29b44f7a-8938-4b99-b98d-3efcf45f7613

    I feel like there's been an update to the product that closes the trap door that is - users making edits to meeting occurrences/series and everyone's copy getting way out of whack. Those kinds of issues are extremely difficult to troubleshoot and more difficult again to resolve in any kind of satisfactory way. If I am right about this, then I am excited and pleased that Microsoft has closed this trap door. But I really have no idea and will do an MS Support case to try and prove/disprove my theory.

    Was this answer helpful?

    2 people found this answer helpful.
    0 comments