Improved Outlook 2013 Scheduling Assistant functionality when forwarding meetings


Starting with Outlook 2013, forwarding a meeting has a different effect on the existing meeting in the organizer and attendee’s calendars. If you are a meeting attendee that frequently forwards meetings to other users, then you will want to know about a particular Outlook 2013 enhancement.

Outlook 2007 and Outlook 2010 behavior

Let’s start with the behavior in previous versions of Outlook. If you used Outlook 2007 and Outlook 2010 to forward a meeting, the additional recipient was immediately reflected not only in your Scheduling Assistant, but also in the Scheduling Assistant of both the new attendee and the organizer.

Here are some screenshots to help you visualize the behavior. User A uses Outlook 2010 to organize a meeting and invites User B:

User B opens the meeting invitation and sees this in her Scheduling Assistant view:

 

User B accepts the meeting invitation, but also decides her colleague might want to attend, so she forwards the meeting to User C. Once forwarded, User B’s Scheduling Assistant now shows User C as an attendee:

 

Additionally, User C now shows as an optional attendee on the organizer’s Scheduling Assistant:

 

This behavior allows User B to see User C as an attendee within the Scheduling Assistant. However, it gives User B a potentially incorrect view of who is attending the meeting. Continuing with the above example, let us say User C decides to decline the meeting request. Since User B is not the organizer, she will not receive a meeting notification indicating User C declined the meeting. She is also unable to use the Meeting Tracking feature to see who accepted or declined the meeting. Hence, User B may use the Scheduling Assistant to attempt to identify the meeting attendees. In this scenario, it can look to User B as if User C may attend the meeting, since User C is listed under the “All Attendees” list:

 

Enhanced Outlook 2013 behavior

The above scenario can give User B an unrealistic view of who will attend the meeting. Because of that, this behavior is improved starting with Outlook 2013. In Outlook 2013, the forwarder’s view of the Scheduling Assistant is not automatically updated after forwarding the meeting. In order for the forwarder’s view of the Scheduling Assistant to update, the meeting organizer must send a meeting update to all attendees. Only after the organizer’s update is sent does the forwarder’s view of the Scheduling Assistant reflect the updated list of attendees.

To show this functionality change, let us use the same example as before. User A invites User B to a meeting:

User B opens the meeting invitation and sees this in her Scheduling Assistant view:

User B accepts the meeting invitation, but also decides that her colleague might want to attend, so she forwards the meeting to User C. Once forwarded, User C is added as an optional attendee to the meeting organizer’s (User A’s) Scheduling Assistant:

 

However, the main difference here is that User B’s Scheduling Assistant is not automatically updated:

 

During this process, User A (the meeting organizer) receives a meeting forward notification:

Later, when User C processes the meeting, the meeting response (ex. Accept, Decline, or Tentative) is received by the organizer. In this example, User C accepted the meeting:

 

If User A wants to ensure everyone sees an updated view of the attendees, User A must simply open the meeting and click the “Send Update” button to send the update to all attendees:

 

After sending the update, User B’s view of the Scheduling Assistant is updated to reflect User C as an attendee:

 

As you can see, Outlook 2013 meeting forwarding behavior is intentionally different to ensure that any attendee who forwards a meeting does not mistake who is and is not attending the meeting.

Comments (2)

  1. DJ Grijalva says:

    Thanks!

  2. Thank you for Sharing.
    share more things!!!

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