Notifications in Outlook

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shazzm

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Hello Forum,

I have one of those "Can Outlook 2010 do this?" questions....

15 technicians are on the road. Each tech will let me know about a week before that they will be back at base on such and such a day at around about this time. I will book in the time and date that they are due in on my calendar as soon as they tell me. Other people in the company need to know when they are coming in but they only need to know the day before. I would like other staff to be automatically notified the day before by a reminder that pops up on their screen and by a booking on each person's calendar. Do you know of a way I can do this?

If anybody can post some suggestions, I would be very greatful.
 
I can't think of an easy way out of the box - its just not something built into outlook. You'd need to use VBA to do something automatic - but one manual option is for you to send a meeting request (with no response required enabled) so its added to their calendar a day before. The reminder you set on the meeting request will be the default for the invitees.

It would work like this: you create the appointment with a 24 - 36 hour reminder. When the reminder triggers, you open the appointment, change the reminder, set it to not require a response, then invite attendees and send it.

Users could use the method here: http://www.slipstick.com/calendar/acceptrequest.asp to autoaccept the meeting when it arrives.
 
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