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Autoforwarding Public Appointments to a Group

Autoforwarding Public Appointments to a Group

Question:
How do I forward appointments made to a public calendar to a set group of people?

Answer:
That’s fairly easy to do. First, open your folder list (View | Folder List) and locate the public calendar folder in question. Then right click on it and select “Properties.” Go to the “Administration” tab and select “Folder Assistant.” Now click “Add Rule.”

If you want to send all of the items posted to the calendar to the group, you can leave all of the criteria (From, Subject, etc.) blank. Otherwise, you can specify certain words to watch for or subject lines to match.

Towards the bottom of the rule editor dialog box you’ll see some choices for what action to take. Select “Forward” and enter the name(s) of the people you want to send it to or, better yet, the distribution list that they all belong to (create one if you don’t already have one).

You also have choices about what format to send it in:

  • “Standard” will send an appointment item just to the recipients from the calendar folder.
  • “Leave item intact” will send the appointment item as well, but the “From” field will be the person who created the appointment item in the public folder.
  • “Insert item as attachment” will send an e-mail message to the group from the public folder, with the calendar item inserted in the message as an attachment.
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