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

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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

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  1. Anonymous
    2023-09-11T14:56:37+00:00

    Just checking: when using the now-removed editing functionality, was it your practice to make a copy of the calendar event to make your edits to? That was the only way I was aware of to safeguard my edits from being wiped out in the event the meeting organizer updated the invitation (then I'd delete the original from the calendar). But just want to make sure I'm not missing something - I'm getting the impression some people used to just add their notes directly to the original meeting event on the calendar...?

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  2. Anonymous
    2023-09-11T15:06:46+00:00

    I'm sure each person took a different approach. I did not make a copy, rather inserted my notes directly into the meeting invitation body. Yes, if the meeting were deleted so were my notes; but that happened rarely.

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  3. Anonymous
    2023-09-11T15:10:26+00:00

    You're right that if someone sends an update to a meeting that you have added notes to, you will lose those notes (but possibly not if the meeting has come from outside your organisation).

    But if you are adding those notes to a meeting has already occurred, you are not likely to get an update.

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  4. Anonymous
    2023-09-11T15:22:32+00:00

    Just checking: when using the now-removed editing functionality, was it your practice to make a copy of the calendar event to make your edits to? That was the only way I was aware of to safeguard my edits from being wiped out in the event the meeting organizer updated the invitation (then I'd delete the original from the calendar). But just want to make sure I'm not missing something - I'm getting the impression some people used to just add their notes directly to the original meeting event on the calendar...?

    Not exactly but a similar workaround (I don't like to delete an original meeting request). When I needed notes, files, links etc in preparation for a meeting I would create a task with the same due date as the meeting and put the notes, files etc in the task, that way if the organizer changed the meeting I could simply copy/paste from the task to the updated meeting request.

    While a workaround is better than nothing it usually is like scratching your left ear with your right hand. Thank you, Microsoft

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