I created two rooms. One which everyone can book and gets auto accepted, another requiring acceptance from delegate (with rule as shown in image below). The problem in both the cases, meeting invitation is sent to all the attendees whether or not room is successfully reserved or meeting request is accepted by the delegate. What I am trying to do is - 1) For public room: Invitation to attendees is sent only if room is allocated. 2) For restricted room: Invitation to attendees is sent only after delegate has accepted the meeting. (right now, I am suggesting them to first create meeting with only the room, and if it is accepted or reserved, add attendees later and send meeting update. But I am not sure this is good way to do it) Any suggestions?

For the room requiring delegate approval, doesnt the meeting response tell them that the meeting acceptance is pending approval?

Hi AndyD, It does tell the host that meeting request is pending approval. But attendees doesn't know. My objective here is to prevent sending of invitation to attendees before meeting is approved. Because as soon as invitation is sent, their respective calendars are marked with meeting entry. If that meeting has to be cancelled because room was not available, or delegate rejected it, it will still stay in calendars of all the attendees (yes marked as cancelled requiring all of them manually delete it). Let's say there are three people involved. Host, Attendee and Delegate. Host created a meeting 'Product Testing' by adding himself, Attendee and room (MRoom VSAT). Following emails were generated - Host inbox: He got an email stating his request is pending approval. His calendar is already updated with the meeting entry. Attendee inbox: He got following email. His calendar already updated with meeting entry marked as 'Tentative'. He had no way of knowing whether this meeting is accepted/declined by Delegate. Delegate inbox: Meeting request email. During testing of this particular test, Delegate has not responded to this request. (On the side not, clicking "Calendar" on the top right takes to the calendar of meeting room 'MRoom VSAT'. Trying to access the same calendar from outlook calendar folder fails with message on the title "no connection". I will talk about this particular issue in the next post.)

_ and my objective is also to warn Host of the unavailability of the meeting room (in both cases whether room is public or delegated) before he sends out invitations (maybe a warning popup). If there is this warning popup, atleast he saves sending out meeting request emails (and saves time of all the attendees where they have to manually delete meeting entry from their respective calendars).

On Sun, 4 Jul 2010 16:43:37 +0000, willstay wrote: > > >Hi AndyD, It does tell the host that meeting request is pending approval. But attendees doesn't know. My objective here is to prevent sending of invitation to attendees before meeting is approved. Because as soon as invitation is sent, their respective calendars are marked with meeting entry. If that meeting has to be cancelled because room was not available, or delegate rejected it, it will still stay in calendars of all the attendees (yes marked as cancelled requiring all of them manually delete it). > >Let's say there are three people involved. Host, Attendee and Delegate. Host created a meeting 'Product Testing' by adding himself, Attendee and room (MRoom VSAT). Following emails were generated - > >Host inbox: He got an email stating his request is pending approval. His calendar is already updated with the meeting entry. > >Attendee inbox: He got following email. His calendar already updated with meeting entry marked as 'Tentative'. He had no way of knowing whether this meeting is accepted/declined by Delegate. > > Delegate inbox: Meeting request email. During testing of this particular test, Delegate has not responded to this request. (On the side not, clicking "Calendar" on the top right takes to the calendar of meeting room 'MRoom VSAT'. Trying to access the same calendar from outlook calendar folder fails with message on the title "no connection". I will talk about this particular issue in the next post.) I suppose, as a workaround, you could schedule the meeing and invite only the resourc. When the meeting's approved, arr the rest of the attendees and send the invitation to the new folks. The problem with either of these is that between the time you create the invitation and the time it's approved, the schedules of the potential invitee's may have changed. I'm not sure I see a way out of that situation, even if the meeting request was handled the way you want. --- Rich Matheisen MCSE+I, Exchange MVP --- Rich Matheisen MCSE+I, Exchange MVP

Hi Rich, Yes I am planning to do it the way you mentioned. I will also share room calendars to top hierarchy staff with full permission to directly book from calendar and only view permission to some so they have idea how busy the room is. Other people will first try to book the room, and upon acceptance/availability invite attendees. Thanks.