Meeting Minutes and your Outlook calendar

Schedule a meeting from Delivery › Meeting Minutes and Deep Space creates the minutes record and sends the Outlook invite from your calendar in one step. Meetings already in Outlook, including the weekly site meeting, can be imported instead of re-keyed, and when a meeting moves in Outlook the record moves with it.

For Project Managers, Site Managers and anyone who runs project meetings · Needs Microsoft 365 with calendar access

1The 60-second version

New Meeting has three options: Schedule and send invite (record plus Outlook invite), Import from Outlook (link a meeting already in your calendar) and Minutes only (the record without a calendar meeting, as before).
The invite comes from your own Outlook calendar. You are the organiser; attendees reply to you and their replies are counted on the record.
Outlook and the record stay in step. Change the date, time, title or location on the record and Outlook is updated. Move the meeting in Outlook and the record's date and time follow.
A repeating meeting is one record per occurrence. The first record is created with the series; Next meeting creates the record for the following one.
Only the organiser changes or cancels the meeting. Everyone else sees who manages it and can unlink their record.

**New Meeting menu.** Schedule and send invite, Import from Outlook, and Minutes only.

2Before you start

Microsoft 365 connected with Calendar. Open Connected accounts from the profile menu (your avatar) and check the Calendar row has a green tick. If it does not, Deep Space asks you at the moment you schedule: Connect your Microsoft calendar to send invites. Your entries are kept. See the guide “Connecting Microsoft 365 to Deep Space” for details and for company admin approval.
At least one DS Site user on the meeting. The minutes record lives in the project's Meeting Minutes register, which needs at least one attendee who is a DS Site user of the project. You count if you are one. External guests can still be invited; they receive the invite but are not added to the record's attendee list.

3Scheduling a meeting and sending the invite

Deep SpaceOpen the dialog

Delivery › Meeting Minutes → New Meeting → Schedule and send invite.
Deep SpaceFill in the meeting

Title, Meeting type, Location, Date, Start and End. Tick Teams meeting to add a Microsoft Teams link to the invite.
Deep SpaceAdd attendees

Add attendees opens the Directory picker: tick people or whole companies, or use Add external recipient (one-off) for someone not in your Directory (name, email, optional company). Workspace members go on the record; everyone picked gets the invite.
Deep SpaceSend

The dialog shows Organiser: you (the invite goes out from your calendar). Click Schedule and send invite.
AutomaticRecord and invite created

The new record appears in the register with Scheduled from Deep Space in the Calendar column, and the attendees receive the Outlook invite. You see Meeting scheduled and invites sent.

**Schedule a meeting dialog.** Title, Meeting type, Location, Date, Start and End; Repeats set to Weekly on Tuesday until 15/12/2026; Teams meeting option; one attendee from a consultant company; Organiser line naming you.

If the invite could not be sent

The record is still saved and you see The meeting was saved but the Outlook invite could not be sent. Open the record and use Schedule in Outlook on its Calendar card to try again.

4Repeating meetings

Set Repeats to Daily, Weekly or Monthly (same day). For weekly meetings, pick the days with the Mon–Sun chips.

A series must end. As soon as you choose a repeat, Until is filled in six months after the first meeting. Change it to suit the job; you cannot leave it empty (A repeating meeting needs an end date.).
Limit: the end date can be at most two years after the first meeting, and must be after it.
One record per occurrence. Scheduling creates the record for the first meeting. Use Next meeting on that record to create the next one (section 9).

5Reading the Calendar column

The Meeting Minutes register has a Calendar column. It shows where the meeting came from, or a problem if there is one, and the reply count. Hover a shortened label to read it in full.

Meeting Minutes register with the Calendar column — **Register Calendar column.** Two records Scheduled from Deep Space and one record Imported · series (created with Next meeting), each with “0 of 1 accepted”.

Label	Meaning
Scheduled from Deep Space	The meeting was created from this record. “· Weekly” (or Daily, Monthly) is added for a series.
Imported	The record is linked to a meeting that already existed in Outlook. “· series · Weekly” marks a series, including records created with Next meeting.
Cancelled in Outlook	The meeting was cancelled or deleted in Outlook. The record itself is unchanged.
Cancelled	Cancelled from Deep Space, or unlinked from its meeting (section 11).
Organiser disconnected	The organiser disconnected their Microsoft 365 account, so Deep Space cannot update the meeting until they reconnect.
Sync failed	The last change could not be sent to Outlook. Open the record; the card shows the error.
No calendar	A minutes-only record with no meeting linked.
“2 of 5 accepted”	Replies to the invite. Shown on meetings you organise. A dash (—) means someone else organises the meeting, so their replies are not visible to Deep Space.

6The Calendar card on a record

Open a record. Below the details, the Calendar card shows When, Where, Organiser and Replies (accepted, tentative, declined, no reply), the Teams link when there is one, and any error. The buttons depend on the meeting:

**Calendar card for a meeting you organise.** Scheduled from Deep Space, 0 of 1 accepted; buttons Send update, Cancel meeting, Unlink and Open in Outlook.

Button	What it does
Send update	Sends the record's current title, date, time and location to Outlook; attendees get the update. Organiser only.
Cancel meeting	Cancels the meeting in Outlook and notifies attendees. Organiser only.
Next meeting	Series only: creates the record for the next occurrence.
Unlink	Detaches this record from the meeting without changing Outlook. Anyone can unlink.
Open in Outlook	Opens the meeting in Outlook on the web.
Schedule in Outlook	Shown when no meeting is linked: schedules one for this record.

7Changing a meeting from Deep Space

If you organise the meeting, edit the record as usual. When you save a change to the title, date, start or end time, or location, Deep Space updates the Outlook meeting straight away and you see Outlook updated; attendees receive the update. Changes to anything else, such as the agenda or attendance, stay on the record and are not sent.

Use Send update to resend the current details at any time, for example after fixing a typo in the location.

Repeating meetings

A series is managed in Outlook: change its time there and the records follow (section 8). Send update and Cancel meeting are not offered on series records.

8When the meeting moves in Outlook

Move the meeting in Outlook and the record follows within seconds: its Date, Start Time and End Time change and the card's From Outlook list notes “date and time updated from Outlook”.

Changing the meeting time in Outlook — **Outlook on the web.** The organiser changes the Façade design coordination meeting to 14:30–15:30 and clicks Send.

Record after the time changed in Outlook — **The record after the Outlook change.** Start Time 14:30:00 and End Time 15:30:00; the Calendar card's From Outlook list shows “date and time updated from Outlook: 2026-11-06 14:30-15:30”.

Finished minutes are frozen. Once a record's status is Completed (or Issued or Closed on older records), a later change in Outlook is noted on the card but not applied.
Renames and replies do not change the record. Only the date and time follow Outlook. Replies update the reply counts.
Series: moving the whole series changes the time of day on its records.
Cancelled in Outlook: the card and the register show Cancelled in Outlook; the record is kept as it is.

9Series meetings and Next meeting

A series record's card says Series meetings are managed in Outlook. Time changes made there flow into this record; use Next meeting to create the record for the following occurrence.

**Calendar card for a weekly series.** Scheduled from Deep Space · Weekly, 3 Nov 2026 10:00–11:00, the series note, and the Next meeting, Unlink and Open in Outlook buttons.

Deep SpaceClick Next meeting

On the latest record of the series, click Next meeting.
AutomaticRecord for the next occurrence

Deep Space finds the next occurrence in Outlook and creates a record dated for it, copying the title, type, location, organiser, attendees and agenda. You see Next meeting created on 10 Nov 2026 (record 8996). The new record is linked to the same series.

**Record created with Next meeting.** Weekly site coordination meeting dated 10/11/2026, 10:00–11:00, badged Imported · series · Weekly and linked to the same Outlook series.

If the series has no further occurrence within the next year, you see No further occurrence of this series in Outlook within the next year and nothing is created.

10Importing a meeting that is already in Outlook

Deep SpaceOpen Import from Outlook

New Meeting → Import from Outlook. The list shows the meetings in your calendar for the next 90 days. Type in Filter meetings to narrow it.
Deep SpacePick the meeting

A Series badge marks a repeating meeting; it is imported as one record for its next occurrence, and later ones come from Next meeting. Organised by someone else marks meetings you were invited to.
Deep SpaceSet the meeting type and import

Fill in Meeting type and click Import. You see Meeting imported (or Series imported; this record is its next occurrence).

Import from Outlook dialog — **Import from Outlook.** Meetings for the next 90 days filtered by “coordination”: the Weekly site coordination meeting with a Series badge (selected) and a single Façade design coordination meeting; Meeting type and the Import button below.

You need to be a DS Site user of the project

Importing puts you on the record, as organiser of your own meeting or as an attendee of someone else's. If you are not a DS Site user of the project, the import stops with DS Site needs at least one attendee who is a DS Site user of this project. Join the project in the DS Site app, or ask a colleague who is a user to import it.

11Cancelling or unlinking a meeting

Cancel meeting (organiser)

Click Cancel meeting. The buttons change to Confirm cancel and Keep; confirm to cancel the meeting in Outlook. Attendees get Outlook's cancellation and you see Meeting cancelled in Outlook; attendees are notified. The record stays in the register, marked Cancelled; click Schedule in Outlook to put it back in the calendar.

Confirm cancel on the Calendar card — **Cancelling from the card.** After Cancel meeting, the card asks Confirm cancel or Keep.

Unlink (anyone)

Click Unlink, then Confirm unlink. The record is detached from the meeting and Outlook is not changed: you see Unlinked; the Outlook meeting was not changed. The card then shows Cancelled with the note “unlinked in Deep Space; the Outlook event was not changed”. To link the same meeting again, import it (section 10).

Cancelled in Outlook

If the meeting or series is cancelled in Outlook, every record linked to it shows Cancelled in Outlook and the From Outlook list reads “cancelled in Outlook; record untouched”. Your minutes are kept.

12Meetings someone else organises

Invites go out from the organiser's mailbox, so only the organiser can change or cancel a meeting from Deep Space. On a record whose meeting someone else organises, the card shows Managed by name in Outlook. Only they can send updates or cancel it; changes saved here stay on this record. Unlink detaches this record from the meeting.

Send update and Cancel meeting are not shown; Unlink and Open in Outlook are.
Editing the record (agenda, attendance, notes) works as normal and is not sent to Outlook.
The register shows a dash (—) instead of a reply count for imported meetings you were invited to, because only the organiser's calendar holds the replies.

13Why Deep Space refused

You see	Why, and what to do
A repeating meeting needs an end date.	Repeats is set but Until is empty. Set an end date.
A repeating meeting can run for at most two years.	Until is more than two years after the first meeting. Bring it forward; create a new series later if the job runs longer.
The end date must be after the first meeting.	Until is on or before the first meeting date.
A meeting can have at most 50 attendees.	Invite fewer people, or split the meeting.
A meeting can last at most 12 hours.	For a multi-day event, use a daily repeat.
The meeting must end after the start time.	End is at or before Start.
DS Site needs at least one attendee who is a DS Site user of this project…	Nobody on the meeting (including you) is a DS Site user of the project. Add one from the Directory, or join the project in the DS Site app.
Connect your Microsoft calendar to send invites. Your entries are kept.	Your Microsoft 365 account has no calendar access yet. Click Connect; you return to the dialog with what you typed.

14Questions people ask

Whose mailbox does the invite come from?: The person who clicked Schedule and send invite. They are the organiser for the life of the meeting.
Can a colleague take over a meeting I organised?: Not from Deep Space; Outlook does not move meetings between organisers. They can unlink their record and schedule a new meeting from it.
I moved the meeting in Outlook but the record did not change.: Check the record's status: Completed minutes are frozen. Otherwise open the record; the From Outlook list shows the last change Deep Space received.
Does Deep Space read my other meetings?: Only to list them in Import from Outlook when you open it. Nothing is linked until you import a meeting.
Can I use a Google calendar?: Not yet. Calendar invites work with Microsoft 365.