Creating SharePoint Meeting Workspaces with Outlook 2010

A Meeting Workspace is a particular type of site in SharePoint which can be used to help organise or collate the output of a meeting (or series of meetings). It’s not a feature I use regularly but it is something I use now and again – so I was a bit surprised when I couldn’t see where to create a workspace from my beta of Microsoft Outlook 2010.

After a bit of digging around I eventually found this help content on the Office Beta site which explains that the Meeting Workspace command has not been included on the ribbon or the Quick Access Toolbar by default. It isn’t immediately obvious how to add this command so here’s a few screenshots:

Adding to the Quick Access Toolbar

1) The default Quick Access Toolbar (QAT) on a meeting invite (not on the main Outlook window)

MeetingWorkspace1

2) Add a command to the QAT by selecting More Commands…

MeetingWorkspace2

3) Select Meeting Workspace from the list of available commands

MeetingWorkspace3

4) The QAT with the Meeting Workspace command added

MeetingWorkspace4

Adding to the Ribbon

1) The default ribbon on a meeting invite

MeetingWorkspace5

2) Customise the ribbon by right clicking on the ribbon and selecting Customize the Ribbon…

MeetingWorkspace6

3) It’s only possible to add commands to a custom group, so create a custom group using the New Group button

4) Add the Meeting Workspace command to the new group from the list of available commands

MeetingWorkspace7

5) The ribbon with the Meeting Workspace command added

MeetingWorkspace8

By using this command it is now possible to bring up the Meeting Workspace pane on a meeting invite and create a new workspace or attach to an existing one.

MeetingWorkspace9

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8 comments to Creating SharePoint Meeting Workspaces with Outlook 2010

  • Paul Wills

    Hi Glyn,

    Nice blog 😉

    Glyn, have you ever come across the scenario where when linking to a meeting workspace the fields in the outlook meeting item for the workspace are blank, and cannot be edited???
    Scenario – complex environment where SP2010 servers are hosted in 1 domain, all user accounts in another (selective trust relationship between domains).
    Microsoft Exchange server is hosted (Microsoft Online solution).
    My opinion is there must be some path that you could define in Outlook so the workspace/SharePoint locations can be found.
    Cheers Glyn..

    • Hi mate,

      Nice to hear from you! Unfortunately though… I don’t know the answer to your question. I’ve had a look around and can’t see anything in the obvious places. I agree with you though that it seems like there should be a place where you can specify the farm to connect to. I’ll keep looking and if I find anything let you know!

      Sorry,

  • […] you prefer reading to watching a video, this blog post from Glyn Clough explains it […]

  • […] you prefer reading to watching a video, this blog post from Glyn Clough explains it […]

  • Judy

    We keep running into the problem when setting up a meeting in outlook that it says that it can’t link to that meeting space, or that it already exists and so you can’t have one there.

    What I want to do is to set up a customised meeting space that will enable us to put together the info and documents needed for an event as we run 2-3 per month. So we need venue details, contacts there, H&S docs, attendees, event objectives etc. etc. etc. But when I do this, this is when outlook it says I can’t link to it. Any idea why?

    And is there a way to get rid of those bits in the lists like creator and modifer?

    • Hi Judy – I haven’t run into that problem before sorry, so I’m unable to help. From your requirements it sounds like a meeting workspace is exactly the thing you need though – so keep trying.

      The columns in a list for Created By and Modified By are default and are put their ‘by the system’ automatically (along with the date/time). There’s no way to get rid of these – however you can hide them from the views in lists by modify the view if you wish.

      HTH

  • Paul

    I cannot get the argument box in the create workspace (in Outlook 2010) to accept my Sharepoint 2010 url. It seems to work in Outlook 2007, but not ’10. We are using Office 10, IE7 and SP10.

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