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
    2024-09-05T02:29:38+00:00

    this solution is great.....BUT....when I select EDIT MEETING, a message appears that states:

    "Are you sure you want to edit the meeting description? Any changes you make will be lost if the meeting organizer makes updates to this meeting."

    I do NOT want that to happen - in other words, if I insert personal meeting notes for this meeting and then later the meeting organizer sends an update (e.g. revises the time or adds their topics/description changes to the meeting), sounds like I will lose all of my notes because they got overwritten by the organizer's update ! That's not good or comforting for me. Any ideas to prevent my notes from being deleted by an update from the organizer?

    Thanks

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  2. Anonymous
    2024-09-05T07:04:49+00:00

    The only solution I can think of is to include those notes in a separate calendar item, perhaps in the same time slot as the meeting invite. The only caveat there is that if the meeting is updated such that the time/date changes, you need to also move the corresponding item that includes your notes. And since meeting updates of that nature no longer consistently display the. old date/time, you may have to go digging around on the calendar for your separate item, or locate the previous meeting invite to figure out what time slot your notes are in so that you can then move them to the new timr slot.

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  3. Anonymous
    2024-09-05T14:52:15+00:00

    I tried this a few times, and then meetings would update and I didn't make a note that I had made a duplicate, so I didn't move my notes! Ugh! That caused even more confusion. But thank you for the tip! It is certainly a great option if you know meetings won't get rescheduled or canceled. I use this option of my "for certain" meetings. :)

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  4. Anonymous
    2024-09-05T14:57:01+00:00

    Yes, MY calendar I can do this just fine, unfortunately it still doesn't work on calendars I have been delegated to.......it's my bosses' calendars that need the notes. I usually create a mirror meeting on their calendar that contains the notes PLUS all the information copied from the original invite, but only on those meetings I know will not be rescheduled or canceled.

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