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
    2023-09-12T23:18:34+00:00

    Maybe it's different in other environments, but in my company's Outlook environment, once a meeting is updated by the organizer, the event on the attendee's calendar is updated automatically, whether the original meeting invitation had been accepted or not.

    Per my earlier post, a workable if slightly annoying workaround would be to forward the invitation to the same calendar, and add any notes/attachments there before sending. THEN copy the forwarded/customized meeting to the calendar (so it's immune to update/erasure), and delete the others from the calendar.

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  2. Anonymous
    2023-09-13T09:35:44+00:00

    I'm back just to highlight all the various mini issues the bandwagon gang have raised about this original functionality. They trump the living daylight out of the #1/#2 OneNote issues raised here (I listed below).

    I think everyone should still consider OneNote for this entire topic and for the delegates, try embracing sharing the VIP's main OneNote Notebook and link their meeting copy on their calendar to their notebook.

    OneNote let's you add your own notes before and after the meeting, AND can be refreshed near-atautomatically with info from meeting updates.

    The only drawbacks raised in comparison to this original in-Outlook functionality:

    1. OneNote is a separate app.
    2. People have to change and learn.
    3. It's extra setup work to share delegator's OneNote so delegates can manage the meeting notes in there.

    Of those, #3 is valid and the other 2 are nearly dismissable. People have to learn and people use more than 1 app (and nobody is solely stuck staring at their meeting body in an Outlook window during a meeting.

    Another scenario where the original solution gets weird - large meeting, organizer leaves, meeting needs to be cancelled via Search and Purge. Well then IT is deleting more data overall than intended. It's likely fine, but says who? There'll be users who find this to be violating (probably some of them in here reading) and complaining that IT deleted their data.

    It's basically a problem feature that has been getting used and abused in a custom fashion by many, and rightfully should be left closed eventually. But it's fine that now it will be open again, I just hope that people will take the time to check out what they've been ignoring all along. Many will be quickly converted.

    OneNote should get some TLC in the area that is delegates and meeting notes for the delgator.

    In my opinion only delegates/delgator pairs/groups should have the feature rolled back, and just until equivalent functionality is clearly documented for OneNote.

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  3. Anonymous
    2023-09-13T10:23:39+00:00

    Sadly, this reply ignores the fact that the Use Case is:

    • I already have meetings and meeting invitations (through Outlook and Exchange) ...
      • I would like to add Notes to them

    It is NOT

    • I already have a way of capturing Notes about things (through OneNote) ...
      • I would like to have a way of including meetings in the things I make notes about

    I have a paper diary at home which I share with my family, and when we add notes about events in the diary, we put them in the diary, we do NOT put them in another notebook that sits near the diary.

    Obviously, OneNote can be used to do what a lot of people want and OneNote is a powerful tool, but it does not mean it is the right tool.

    Horses for courses - leave both options available and let people choose and if OneNote does turn out to be the right answer, everyone will use it; if not, however, at least everyone will still be happy

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  4. Anonymous
    2023-09-13T11:13:09+00:00

    Well said, and cogently argued....let users vote with their feet.....

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