Notice to user of appt. set by person with permission to edit (Outlook 2003)

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BigDot

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POP3
In sum, I work in a small office with a group of physical therapists, and I have permission to edit their calendars (tho not as a delegate). I've been instructed to set an appt. on a therapist's calendar and then "invite" the therapist to the appt., to make certain that the therapist sees the appt.

The problem is that this invitation generates two emails -- one is the invitation to accept the appointment, the other (the second) is an email informing the user that an appointment has been set on the user's calendar. I want to get rid of the second email, but to date I can't even google it because I don't know how to identify it.

So in sum: is there a way to turn off this second email? I'd stress that this is not the same as the "send emails to delegate" function. In this case, it's a person with permission to edit who's setting the appts., and the person receiving the emails is the user.

The process on the whole may sound questionable, but for the limited resources of this publicly funded office, it works. I just want to get rid of the second email.

Thank you.
 

BigDot

Member
Outlook version
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POP3
Re: Notice to user of appt. set by person with permission to edit (Outlook 200

if you want the person to get only the invite, you need to invite them using a different mailbox.

Thank you. I don't understand what this means, tho. I have only my own mailbox -- how would I use a different mailbox? I am assuming that you mean "mailbox" and not "calendar". If I have permission to create appts. on someone's calendar, and send an email, that would still be via my mailbox I would think.

I understand that the message would't be sent if I created the appt. on my own calendar, but for various reasons, that isn't practical.

As I mentioned, it's a public agency with limited resources, so any help is appreciated. Thanks again.
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
Re: Notice to user of appt. set by person with permission to edit (Outlook 200

Are you using POP3 or Exchange server mailbox?

When you create an invitation on a calendar and invite the calendar owner, they will get two copies.

Because it isn't practical to use your own calendar, a second account used only for appointment invitations would be better.
 

BigDot

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Outlook version
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POP3
Re: Notice to user of appt. set by person with permission to edit (Outlook 200

It's a server, not exchange. I'm pretty familiar with Outlook, and with 2003 in particular, but I'm not sure what a "different account" means. If I'm setting an appt. on someone's calendar, and inviting that person, how would I use a different account to send the email? I'd have to choose that account before creating the appt?

I'm also wondering if a rule of some kind might work, for the recipient, if I could reliably identify that one email. i need to take a better look at them.
 

BigDot

Member
Outlook version
Email Account
POP3
Re: Notice to user of appt. set by person with permission to edit (Outlook 200

Or do you mean that nothing could be done? Thanks.
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
Re: Notice to user of appt. set by person with permission to edit (Outlook 200

A rule should work - if meeting request from (organizer) to (organizer), delete meeting request. Make sure it doesn't delete the meeting though.

If, instead of opening the other personal calendar in outlook, you used a different account (Scheduler@domain.com) and created the meeting on Scheduler's calendar, inviting the person to the meeting. They'd see the invite and accept and the meeting wouldn't be cluttering your calendar.
 

BigDot

Member
Outlook version
Email Account
POP3
Re: Notice to user of appt. set by person with permission to edit (Outlook 200

Thanks for your help.
 
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