Meeting Workspaces are a great way to collaborate with team members. They provide a place to store all of the documents, agenda items, attendee information, and other important meeting notes across multiple meetings. Microsoft Outlook can be used to generate new meeting instances for new dates, and all attendees can be given a quick link directly to the site to review pertinent information before and after the meeting is over.
Unfortunately, both Microsoft Outlook and SharePoint have a common problem: There are usually many different ways to achieve a task, but only one way is the “right” way that actually works as anticipated. Meeting Workspaces have the same problem.
Several times now I’ve been asked to help resolve a problem a colleague was having with Meeting Workspaces. In each case, my colleague had set up a Meeting Workspace and created multiple meeting instances (dates) and sent out the invitations to attendees. All appeared to be working correctly. But as my colleague went in to try to update specific information related to a certain meeting instance (such as the agenda items), we discovered that the meeting-specific information was not being displayed on the correct meeting dates. If my colleague added an item to the agenda for the second, third, fourth, etc. meeting, it wouldn’t show up. But when we went back to the first meeting in the series, we found the new agenda item to be listed there with all agenda items for all instances of the meeting.
All of the Meeting Workspaces settings were correct, and there was nothing to indicate what the problem might be. My colleague had successfully created other Meeting Workspaces following the same procedures, and each of those Meeting Workspaces was working correctly.
It took some time, but eventually I discovered the apparent cause of the error. In each of the Meeting Workspaces that was working properly, the URL had no spaces in it (Keep in mind that a space in a URL may be displayed in your address bar by the character string “%20”). In each of the Meeting Workspaces that did not work, the URL had spaces (%20) in it. So, for example, a Meeting Workspace with the URL of http://sharepointserver/team/MeetingWorkspace would work correctly, while a Meeting Workspace with the URL of http://sharepointserver/team/Meeting%20Workspace would not list the meeting-specific information on the correct meeting date.
NOTE: The two hyperlinks used above are examples only and do not point to real sites.