Keep Outlook calecar attachments up to date without spamming users with e-mails

The following issue: I work in a new company and they use Outlook and we have many workshops with many participants and to effectively work in those meetings we need to prepare and update materials several times and several days in advance before those meetings. Sometimes meetings are scheduled weeks in advance, but some last minute updates on materials by different departments are just unavoidable.

Some people don't want to get calendar up dates because of the dozens of spam e-mails from outlook every week. Other people need those updates desperately to work on the meeting's content and supporting material. I often have to go to meetings with old presentations and supporting materials, because people are not allowed to send updates, because the huge amount of outlook spam.

And there is absolutely no need for notifications in our use case, of course everyone wants the updated material and not the old material.

Same is true for cancelled meetings. I don't want to go to a cancelled. I have to manually remove it from my calendar instead of getting a real update, I want it removed automatically. And why do I get spam? Why caot Outlook just do it. Just update my calendar there is no User interaction needed. I don't have time for this shit.

Is there any way how to tu off this spam, so I can finally have up to date materials from different departments in my Outlook calendar? So people stop complaining in case I put important material into a meeting so people are able to prepare themselves?

br, Stefan