How to: Enforce your meeting organization policy

With the SharePoint Meeting Organizer you let SharePoint organize your meetings. Just send a meeting request to your SharePoint Calendar and let SharePoint organize it for you.

After you have activated the features Calendar E-Mail Extension and Calendar E-Mail Extension – Meeting Organizer in your Site Collection Features you can configure the Calendar E-Mail Extension settings in your calendar’s list settings.

In the settings page you have to configure 2 e-mail addresses:

  1. one e-mail address to send meeting requests and receive attendee’s responses (Incoming E-Mail Settings).
  2. one e-mail address to handle incoming meeting requests (Workspace Provisioning and Meeting Organizer Settings).

After that, you have to configure the SharePoint Calendar to take over the organizer role.

Save the settings and make sure an Event (with E-Mail Extension) content type is configured as the default content type.

If you now send a meeting request to the SharePoint Calendar, using the second e-mail address (e.g. meetingorganizer@yourcompany.com), the calendar will save the event and send a meeting request back to you and all the other attendees you invited. From now on all the attendees’ responses will be handled by the SharePoint Calendar and logged in the events communication log.

Of course this will cause some trouble because the attendees will receive 2 meeting requests, one from the organizer and one from the SharePoint Calendar.

To solve this issue you have to create a transport rule in your Exchange.

The rule should look something like this:

Apply rules to messages

when any of the recipients in the To field is meetingorganizer@yourcompany.com

forward the message to meetingorganizer@yourcompany.com

Create a similar rule for the CC and BCC field as well.

Now the meeting request will be sent to the SharePoint Calendar only. The other attendees will be invited by the SharePoint Calendar.