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EWS: Send Meeting Invites But Don't Save in Organizer Calendar RRS feed

  • Question

  • We are using the EWS managed API to send meeting invites to users for training events within the company. We are using a shared mailbox linked to a service account and do not need users to reply that they have accepted the meeting (their attendance is tracked with another application - the meeting invite is just to provide them with a concrete reminder that they need to attend).

    Since implementing, we've discovered that for every invite sent out, a copy is saved in the calendar of the shared mailbox. This impacts performance in that the calendar folder fills up with these items (many future dated), with the number exceeding 15K or so. We can manually remove items for events that have occurred in the past, but unfortunately, the number of future-dated items exceeds the past items.

    Is there a way to send invites to the event attendees, but not have the meeting saved in the organizer's calendar folder? Thanks!

    Thursday, November 15, 2012 12:23 AM

Answers

  • >> Thanks for replying, Glen. If we delete, will that cause problems when attempting to update the event?

    Yes you can't update an appointment that no longer exists in a calendar, if you need to support updates it kind of defeats the logic of your original question ? Why don't you just create multiple calendar folders in the Shared Mailbox instead.  The Save method has an overload to allows you to specify the Id of the folder you want the appointment saved into. The other problem you may find if the Appointment isn't in the Primary Calendar is if you (or you users) are using the FreeBusy Time to work out free Meeting slot times.

    Cheers
    Glen

    Friday, November 16, 2012 5:09 AM

All replies

  • No you can't not save it to the Organizers calendar folder but really all you need to do is then call delete after you have saved it which is one more line of code eg

                Appointment apt = new Appointment(service);
                apt.Start = DateTime.Now;
                apt.StartTimeZone = TimeZoneInfo.Local;
                apt.End = DateTime.Now.AddDays(+1);
                apt.EndTimeZone = TimeZoneInfo.Local;
                apt.IsAllDayEvent = true;
                apt.Subject = "allday Evnt";
                apt.RequiredAttendees.Add("glen@blahdomain1.onmicrosoft.com");
                apt.Save(SendInvitationsMode.SendToAllAndSaveCopy);
                apt.Delete(DeleteMode.HardDelete);
    Cheers
    Glen
    Thursday, November 15, 2012 4:23 AM
  • Thanks for replying, Glen. If we delete, will that cause problems when attempting to update the event? Occassionally event coordinators will modify the location or the time or add instructors. When that happens, we send an update using the ID of the item. Is the ID associated with the event attendees as well or will this cause errors?
    Thursday, November 15, 2012 2:01 PM
  • >> Thanks for replying, Glen. If we delete, will that cause problems when attempting to update the event?

    Yes you can't update an appointment that no longer exists in a calendar, if you need to support updates it kind of defeats the logic of your original question ? Why don't you just create multiple calendar folders in the Shared Mailbox instead.  The Save method has an overload to allows you to specify the Id of the folder you want the appointment saved into. The other problem you may find if the Appointment isn't in the Primary Calendar is if you (or you users) are using the FreeBusy Time to work out free Meeting slot times.

    Cheers
    Glen

    Friday, November 16, 2012 5:09 AM
  • The point of the original question was to determine if there was a way to send meeting invites and not require an organizer. For our situation, the Organizer is just a construct (a service account) and not a real person who attends the meeting nor someone who must monitor acceptances. It is just our means of connecting to the EWS so that we can send the Outlook invite.

    Training events are mandatory. Once you are registered for one, you are expected to attend. The Outlook invite is a concrete reminder for the user that this training is happening and that they are expected to be there. We were hoping there was a magic bullet of sorts, but that does not appear to be the case. We will try saving the invite to another folder. Thanks again for your time.


    Friday, November 16, 2012 2:15 PM