How to send reminder email for upcoming meeting?
SharePoint’s Calendar template is a good tool for organizing and managing meetings or sessions, when using SharePoint Calendar list, it’s very necessary to inform attendees about upcoming meetings, make sure that attendees never forget or miss about any meetings.
Alert Reminder Boost provides an easy way to send calendar reminders to attendees via email without having to do it manually. In this article, we will illustrate how to notify attendees 15 to 30 mins before the upcoming meeting begins.
WHAT YOU'LL GET
WHAT YOU'LL NEED
The sample data we use for this case
Create a list named as Meeting Room from the Calendar template on a SharePoint site, and keep all fields as default. Here we have 2 meetings in our Meeting Room list. The Remote Meeting on May 28th, 10:00am-11:00am, and the Weekly Meeting on June 5th, 9:00am-10:00am.
Send reminders to attendees about upcoming meeting
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Download the trial version of Alert Reminder Boost, and install it to your SharePoint server.
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Navigate to the Task Management List prepared above.
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On the list ribbon, click Alert Reminder Settings in Settings group.
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In Alert Reminder Settings page, click Reminder tab.
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Click Add new reminder item to create a new reminder item, specify a unique title for it and select E-Mail in Delivery Method section. Keep other settings as default.
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Under Schedule tab, configure these settings.
In Recurrence section, select Minutely option, enter 5 in Every [ ] minutes field. Then specify a Start Date by clicking the small calendar button, this configuration means that the reminder will run every 5 minutes from the Start Date.
Because we only need to send one notification email before the meeting, specify 1 for End after field.
For Time Range field, specify 9:00 AM and 6:00 PM (this configuration means that the reminder email will be sent between 9:00 AM and 6:00 PM).
Cause we plan to notify attendees 15 to 30 mins before the meeting, in Which Items Generate Notifications section, select Items with conditions and set a condition as following.
DiffHours([Start Time], [Now])>=0.25 && DiffHours([Start Time], [Now]) <=0.5
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Under Message tab, click To… to specify recipient.
Because it only makes sense that we send the reminder emails to attendees of the upcoming meeting, so select Attendees column in Select Person/Group Column section.
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Click Subject to specify a subject for the reminder email, such as “[Title]”, you can insert columns to the subject by choosing from the dropdown list. Then select Include the reminder name in the e-mail subject line option.
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Leave other settings as default, and click OK to save settings for the reminder item.
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Now, let’s create a new meeting in the Meeting Room list as following.
The attendees for this meeting are set as Sales Team, which contains three members.
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Then, the attendees of the meeting we just added will receive a reminder email 15 to 30 mins before the meeting as following.
