Ask the Admin: Outlook Appointment Properties

By | Apr 7, 2010

We have another question today, this one from Sheila.

Hi Jodith

Is there a way in Microsoft outlook if you right click on properties for an appointment that you can see who created the appointment and when it was last edited and by whom?

If there is a way to do that I would create a monument in your honor!   Seriously!

Hi, Sheila.  Unfortunately, I don’t think I’m going to earn your monument, because I can’t give your the “who” in your question.  My understanding from perusing the Microsoft Tech Boards is that if your calendar resides in the default calendar location, and whose doesn’t, then the property for created and/or modified by will always be your name, regardless of who actually sent it.  So even if you were up to coding a custom calendar view, which is required to get this information, it wouldn’t do you any good unless you have a custom calendar set up.

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Finding the Created and Modified Dates

I can, however, help you find the created date and last modified date.  The last modified date is easiest because it is in the appointment properties.  Open your appointment and click on the Windows button (in 2007) or the File menu (in 2003) and choose ”Properties”.  The last modified field is located there.

Finding the creation date is a bit more difficult.  Click on “View” and then “Current View” and then “By Category”.  Then click on “View”, “Current View”, and then “Customize Current View”.

Click on the “Fields” button.  Then, under “Frequently Used Fields”, you should see “Created”.  This is the field that tells you when an appointment was created.  Click on it and click the “Add” button.  Then click “OK”, and then “OK” again.  This will insert the “Created” field into this view, so you can look up the created time in this view.  Unfortunately, you can’t add it to other views unless you know how to do custom coding.

Sorry I couldn’t help more.  You can always talk to your IT team and see if they can do some coding for you to create a custom form for appointments to show who created it and made revisions.  And, of course, you would need a custom location for your calendars, which they could also help you with.

Talk To Microsoft

My main suggestion is give feedback to Microsoft on 2010, which is still in beta, to have these fields correctly added to the properties form in 2010.  I know you aren’t the first person who has wanted this.  Pretty much every assistant working in an Exchange environment has wished for this at one time or another.  If enough of us ask for it, they might add it in.  The best place I could find to do that is in the Beta Forums.  You’ll need to register, but it’s worth it.  The Microsoft forums is a great place to find answers to your Office questions.
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3 Comments so far
  1. Deliwe (1 comments) April 7, 2010 5:15 am

    Not sure if this helps…In Outlook 2007 once you open a shared calendar appointment, in the lower right side corner it will tell you the network user name of who last updated the appointment.

  2. Jodith (189 comments) April 11, 2010 10:28 am

    Thanks, Deliwe! I’m not currently on an Exchange server, so I couldn’t see that. I appreciate the tip.

  3. HG (1 comments) June 17, 2010 5:15 am

    Also if you click on the appointment itself and look at the top of the appointment window there is above the subject box there are two tabs one says appointment the other says scheduling.

    If you click on scheduling on the left hand side you see a column that says “all attendees” you will see the people attending said appointment- the person who is attending (listed at the top) Is the person who put the appointment IN the calendar.

    This works for Outlook 2003. I don’t know about other versions. This probably only works if your on a server with dedicated work stations and the appointment is made from that persons workstation (or log in) only.

    I’m just a secretary who gets sick of people scheduling things then not owning up to it when they overbook the boss so I figured this out quickly!

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