Alerts For 'Uninvited' Users Outlook 2010

Question

Hi, one of our teams uses a shared Outlook calendar for tracking changes to systems (kind of a change diary), and would like for alerts for this shared calendar to notify them of upcoming changes. However because this calendar has other teams adding to it,
they may not know about these appointments. Is there a setting somewhere where the team (or a specified DL) can be notified via an alert/reminder without having to add each member of the team into the calendar appointment?
Please let me know if you need any additional info.
Thanks.

Answer 1

Hi,
What’s your Shared Outlook Calendar? Do you mean it is a Calendar for a shared mailbox?
Generally, if the user directly creates items in the shared calendar without sending out any invitations, there would be no reminders or alerts for other users or attendees.
Personal suggestion, we can try the following method as a workaround:
1. Give a user (Winnie) mailbox full access permission to shared mailbox:
Add-MailboxPermission -Identity SharedMailbox -User Winnie -AccessRights FullAccess
2. Setup a new Outlook profile for Shared mailbox with Winnie’s account information (name and password).
3. In the shared mailbox Outlook profile, set delegates for it: Click File > Account Settings > Delegate Access. Add security groups (Team1 and Team2) as delegate and give them
Editor calendar permissions and check “Delegate receive copies of meeting-related messages send to me”.
4. Click OK to finish the settings.
Then if any user sends a meeting request to Shared mailbox, the request would also be forwarded to the members in Team1 and Team2. Please note the following points:
1. Please send meeting requests to the shared calendar instead of directly creating items on it.
2. Disadvantage 1: All team members can receive copies of meeting-related messages but every member can approve (Accepted or Declined) for this meeting request.
3. Disadvantage 2: The team member can receive the meeting copies once there is any user sending a request to shared calendar. But there is no Reminder popped-up automatically before the meeting happening.
Regards,
Winnie Liang
TechNet Community Support