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Outlook 2003 calendar error question

Posted on 2007-11-14
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Hello,

I'm trying to figure out how this happened. We use Exchange 2003, clients are Outlook 2003. A user set a recurring meeting in one of our conference rooms. She received the "resources booked successfully" dialog box, life was good.

She later went back into the meeting to extend it by half and hour. When she did this, she received no confirmation and the meeting time didn't change. She also got a message that it was conflicting with another appointment, but it wasn't.  She then asked a calendar admin to extend the time for her, it didn't work. The meeting then vanished from the conference room calendar.

I got involved and tried to re-create the problem, I couldn't. I went to talk to the user, we checked the calendar, the meeting was now there but it was marked as tentative. I logged into the conference room account, checked the calendar and saw that an appointment from two weeks ago conflicted with the time. However, I thought that once something expired in a calendar, free/busy didn't come into play.

I had to accept the users new time, once I did that, everything worked and the user is happy.

My question is, why did Outlook/Exchange care about the conflict from two weeks ago? Is there an easy way to troubleshoot free/busy problems, if that's what caused the problem? We've had probably thousands of meetings scheduled and this is the first time this problem has been reported.

Thanks!
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Question by:lucado01
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seeimred earned 1500 total points
ID: 20286052
One theory, if the conflicting meeting you found was dropped there directly and not thru the direct booking process, it didn't get published to the Free/Busy since the proper procedure was not followed. Direct booking as a resource works by the organizer's Outlook first checking the public Free/Busy status for the room and then actually opening the Resource calendar and writing the meeting directly to it. Once it's written to the calendar, the organizer gets the popup and in the background, her Outlook publishes the Resource's free/busy to the server on it's behalf. When you circumvent the direct booking process, there is no publishing process on the room's behalf.

You will also see improper reservations as tentative when the resource is invited as an attendee, not a resource. It becomes tentative when the mailbox is opened directly with Outlook and the option is set to automatically process meeting invites & responses on arrival. This is found on the Tools > Options > Email Options > Tracking Options and should not be enabled on RM's.
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