Manage the attendees in a Meeting Workspace site

The Attendees list in a Meeting Workspace tracks the people who were invited to the meeting, whether they will attend, and any notes that they want to relay about their attendance (such as reminding the organizer that they will be late). During or after the meeting, the list can be updated to reflect who actually attends.

Note: Attendees are automatically assigned to the Members group for the Meeting Workspace site, which gives them permission to view and contribute to the site, unless your site owner has customized the permission levels on your site. To add or change other attendees, you need to be an owner of the Meeting Workspace site or the meeting organizer. For more information, see the person who set up or manages the site.

In this article

How the Attendees list is created

Use a Meeting Workspace site to add meeting attendees

Edit the meeting attendee

Delete meeting attendees

How the Attendees list is created

The way that the Attendees list is created depends on how you set up the Meeting Workspace site.

Some calendar and e-mail applications that are compatible with Meeting Workspace sites automatically update the Attendees list in the Meeting Workspace site after you send the meeting request. The attendee names come from those listed on the To line of the meeting request.

If the attendees are automatically set up by the calendar and e-mail application, the attendees will be given the Contribute permission level, which will enable them to view pages and edit list items and documents. The permission level and the actions the user can perform are inherited from the parent site, but you can apply unique permissions. To do so, you modify the advanced user permissions in the settings for the Meeting Workspace site. Find links to more information about modifying permission levels in the See also section.

If there is a problem with granting permission automatically, you will receive a message telling you where in the Meeting Workspace site to add the attendee as a user.

You will know if the attendees were set up automatically because they will appear in the Attendees list in the Meeting Workspace site. For more information about setting up a Meeting Workspace site in calendar and e-mail applications that are compatible with a Meeting Workspace site, see Help in that application.

If you set up attendees from your e-mail or calendar application and then later edit the attendees in the Meeting Workspace site, you may need to update that information in your e-mail or calendar application.

If you set up the Meeting Workspace site by using a site, or if your e-mail or calendar application doesn't automatically add the attendees, you need to update the attendees by using the Attendees list on a site.

Notes: 

  • You can have only one Attendees list in a Meeting Workspace site. If you add another Attendees Web Part to the Meeting Workspace site, another view of the original Attendees list is displayed, not a new Attendees list.

  • When you set up a Meeting Workspace site from a Web browser, you and other attendees who already have permission to access the parent site will have permission to access the Meeting Workspace site if you inherit permissions. In order for this to work, you must enter a valid e-mail address (for example, someone@example.com) or user name (DOMAIN\name) in the Attendees list. Attendees who don't have permission to access the site must be granted permission first by an administrator or site owner.

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Use a Meeting Workspace site to add meeting attendees

  1. At the bottom of the Attendees list on the home page, click Manage Attendees.

  2. Under List Tools, click Items.

  3. Click New Item.

  4. In the Name box, type the person's name Click Check Names Button image to determine if the person's name is found in the directory service used for the site. To find people whom you want to work on the task, click Browse Browse .

  5. In the Comment box, type an optional comment, such as an item this person is bringing to the meeting or status information.

  6. In the Response box, specify whether the person has accepted, declined, or responded tentatively to the request.

  7. In theAttendance box, specify whether someone is a required or optional attendee, or is the meeting organizer.

  8. Click Save.

  9. To return to your Meeting Workspace site, click its name in the top navigation.

    Notes: 

    • Whether you and the other attendees automatically get permissions in the Meeting Workspace site after being added to the Attendees list depends on the permission settings that were used when the Meeting Workspace site was created.

    • Only the meeting organizer or site owner can add other attendees.

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Edit the meeting attendee

  1. At the bottom of the Attendees list, click Manage Attendees.

  2. Point to the attendee's name to display a down arrow.

  3. Click the down arrow that appears, and then click Edit Item.

  4. Change the information you want, and then click Save.

Note: Only the meeting organizer, site owner, or the attendee can change responses or other information.

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Delete meeting attendees

  1. At the bottom of the Attendees list, click Manage Attendees.

  2. Point to the attendee's name to display a down arrow.

  3. Click the down arrow that appears, and then click Delete Item.

  4. When prompted whether to send the item to the Recycle Bin, click OK.

    Notes: 

    • Only the meeting organizer or site owner can delete other attendees.

    • You cannot delete the Attendees list itself from a Meeting Workspace site. However, you can hide the list so that it is not displayed. Find more information about customizing a Meeting Workspace in the See Also section.

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