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Meetings that have not been accepted yet not on calendar

This is one of those hard to troubleshoot questions. I have a client that had a meeting notice sent yesterday evening. They had not accepted or declined it. It was just sitting in their inbox. It was for 9:30 AM this morning. When they came in and checked their calendar this morning they had nothing. This meeting was not showing up. The client also didn't notice it in their inbox either. About 10:30 AM it all of a sudden showed up in their calendar. The client said they had not accepted or declined or even opened the message. So I guess my question is how long is it supposed to take a meeting notice to appear on your calendar (as tentative or whatever) after it hits your inbox and does Outlook have to be open? They say it was, but am curious if this is part of the issue. We are using Outlook 2003 by the way.

Thanks in advance!
1 Solution
David LeeCommented:

Unless you are using Outlook with Exchange, then yes Outlook would have to be open for anything to happen.  The meeting should show as tentative on the calendar as soon as the meeting request arrived.  Of course there might be a bit of dealy depending on how many messages arrived all at once, along with rule processing, etc.  But there's no way it should take hours.

SDTSSAuthor Commented:
Ok thanks. We are using Outlook with Exchange. Sorry I should have mentioned that.
David LeeCommented:
Witrh Exchange the item should have been added to the calendar whether Outlook was open or not.
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Outlook /cleansniff should resolve this issue.

Hello All,

I have a question that is related to this topic. We use Exchange 2003, with Outlook 2003 on the clients.

When a person outside our domain sends a meeting request, its automatically added to the calendar.  You dont have to open it, read it or accept it. Its just tentative

I would like no action unless the person accepts. So if they do nothing, and its just sitting in the inbox, nothing happens. Then they can accept if they want to add it to the calendar. Delete if they dont want it or of course decline.

Is it possible to change the settings on a Global basis? Simply, if the Exchange server gets a meeting request, I want no action to be taken unless the person accepts the invitation. Then as normal, if they delete or decline it simply goes away.

Thanks for your time!  
David LeeCommented:
Hi, stewart21.

That's not possible.  Outlook always treats the item as tentative until the recipient expressly accepts, declines, etc.
Thanks BDF,

So not even on the client side, no tools/options or maybe 3rd party software. You know how it is. You get these strange requests, on a daily basis. Thats what makes this forum great, a place to ask a question and vent at the same time.

Thanks again!
David LeeCommented:
I don't know of any tool that can do this and doubt that it's possible.  It's a matter of how Outlook is built.  First, the property (ResponseStatus) that stores the response to the meeting request is read only.  A 3rd-party tool would have to change the property value and that's not possible.  Second, Outlook responds automatically.  There are six possible values for the ResponseStatus property of a meeting request.  They are

1.  Accepted
2.  Declined
3.  None.  This is a simple appointment, no response required.
4.  Not responded.  The recipient has not yet responded.  Only applies to the copy of the appointment on the sender's calendar.
5.  Organized.  This is  simple appointment on the organizer's calendar, or the recipient organized the meeting.
6.  Tentative

As you can see, responses 3-5 don't apply.  That leaves 1, 2, and 6.

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