After the meeting workspace site is created, there are many ways to change the information on the site. What can be changed, the method used for the changes, and who can make the changes depends on how the site was created and what rights the attendees and/or users have been granted. Differentiating Attendees and Users in a Meeting Workspace SiteMeeting workspace sites can have both attendees and users. An attendee is a person invited to the meeting. Attendees are on the attendees list, where information about the attendees is tracked, such as whether they responded to the meeting request, what their response was, and any notes the attendee may have entered. The attendees list also provides instant messaging to other people on the list. This requires a SharePoint-compatible instant messaging program such as Outlook. A user is a person who has access to the site. There can be users of a meeting workspace site who are not attendees. For example, there may be a department manager who is not participating in the actual meeting but wants access to the site to review the agenda and follow-up documentation. Granting Attendees and Users Rights in a Meeting Workspace SiteThe rights that a user or attendee has on a meeting workspace site depend on his site group membership. The default is that attendees and users are assigned to the Contributor site group. As with any site, users and attendees can be assigned to different groups and/or the rights of the Contributor site group can be modified to fit the specific needs of the users. However, just because a person is on the attendees list does not necessarily mean that she automatically has access rights to the site. It is dependent on the properties of the meeting workspace site and the method used for adding attendees. To view or change an attendee's rights by assigning him to site groups, do the following:
Using Outlook to Add/Remove the Attendees of Outlook Meeting Workspace SitesWhen using Outlook to create or link to a meeting workspace site, the organizer and people on the To line of the meeting request are added to the meeting workspace attendees list. The attendees list on the meeting workspace can be updated directly from Outlook by updating the To line for the meeting in Outlook, and then clicking on the Send Update button. This causes the changes to be passed through to the meeting workspace site that the Outlook meeting is linked to. However, the person making the changes to the Outlook meeting also must have SharePoint site administrator rights to update the attendees list in SharePoint. The person who creates the meeting (the meeting organizer) is automatically added to the Administrators site group. The people on the To line of the meeting request are added to the Contributor site group. The attendees will be granted contributor rights only if the workspace permissions are unique from the parent site, or if the attendees had access rights on the parent site and the permissions on the workspace site are inherited from the parent site. NOTE Delegates that have been granted access to a calendar and have the ability to create meetings must have the appropriate SharePoint rights if they are also creating or linking to meeting workspaces. If creating a new meeting workspace site, the user must have the right to create a subsite from the parent site. If updating the meeting workspace site, the user must be a member of the SharePoint site Administrator's group. A delegate becomes a user of the meeting workspace site, but not an attendee. Using SharePoint Services to Add/Remove/Update Meeting Workspace Site AttendeesWhen creating a meeting workspace site from a SharePoint event, the only attendee automatically added to the site is the creator of the event. All other attendees must be manually added. The following procedure lists the steps for adding meeting attendees to a meeting workspace site created from an event, or from any other method. To add or remove attendees
Follow these steps to remove an attendee from the meeting workspace attendees list:
The steps for changing the information for an attendee are as follows:
By default, an attendee can edit only her own information. The creator of the meeting workspace site can edit any attendee's information. However, the following applies to the permissions that a user has with regard to the meeting workspace site:
Members of the site administrator's group can change a user's rights, thus controlling what the users can and cannot do. In general, it is best to leave the users with their default rights. Primarily, the owner of the meeting determines who should be added and/or removed from the meeting, and, although attendees should be able to view and contribute to the site, they should probably not have the right to change other users' information. Changing the Date, Time, or Location in a Meeting Workspace SiteThe date, time, or location displayed on a meeting workspace site linked to an Outlook 2003 meeting can only be changed using Outlook 2003. If the site is linked to a SharePoint event, the date, time, or location can only be changed by updating the SharePoint event associated with the site. The date, time, and location cannot be changed from the SharePoint meeting workspace site. Therefore, to change the date, time, or location of an Outlook 2003 linked meeting workspace site, follow these steps:
The following steps are used to change the date, time, or location of a SharePoint event linked meeting workspace site:
Removing the Link Between a Meeting Workspace Site and an Outlook 2003 Meeting or a SharePoint EventThe link between an Outlook 2003 meeting and a SharePoint meeting workspace site can only be removed using Outlook 2003. It cannot be removed using the SharePoint interface.
To remove a link between a SharePoint event and a meeting workspace site, follow these steps:
If the meeting workspace site is no longer needed, it can be deleted. To delete a site, use the following steps:
If the meeting has not been removed from Outlook 2003, and someone tries to access the site from Outlook, he will get a message indicating that the site does not exist. |