Microsoft Sharepoint Products and Technologies Resource Kit eBook

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Chapter 40: Microsoft Outlook 2003 Integration with SharePoint Products and Technologies 1079
Note You cannot create a new Meeting Workspace site under an existing
Meeting Workspace site.
When you send the meeting request, Outlook attempts to add the attendees to
the workspace site and include them in the Contributor site group. If the meetingrequest
recipients include a distribution list, either from the user’s Contacts folder or
the Exchange GAL, Outlook expands it automatically and adds each individual
member of the list to the workspace site. If you receive a notification that Outlook
was unable to add all attendees to the site, you’ll need to manually add them as site
users. You might receive such a notification if you invite someone who is not
already a user in the Active Directory or if Outlook is working with an Exchange
account offline and has the address book download set for “No Details.”
Important Don’t create the Meeting Workspace site until you have filled in
the Subject for the meeting request. If you leave the Subject blank, Outlook
will create a Meeting Workspace site with the name UntitledXXX, where XXX
is a number calculated based on the number of existing “untitled” named
sites.
Administrators can disable the Meeting Workspace button and control the
available Meeting Workspace site locations using registry entries or group policies,
as described in the “Managing Integration Features in Outlook” section later in this
chapter.
After you send the meeting request, it will appear in the Outlook calendar (see
Figure 40-5) with a special Meeting Workspace icon (F). Outlook provides several
ways to view the Meeting Workspace site:
■ Right-click the meeting in the Calendar folder, and then click View Meeting
Workspace.
■ Open the meeting, and click the link in the body of the item or the Go to
workspace link in the task pane.
■ When the reminder for the meeting fires and the Reminders dialog appears,
select the meeting, click Meeting Services, and then click View Meeting
Workspace.