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Conflicts with schedule reservations in outlook.

Posted on 2009-05-18
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Last Modified: 2012-05-07
We have an issue, we created some rooms in exchange and everything is fine, when we create an appointment, everything register very well.

The problem is, when someone reserves the same room at the same hour and date.

That user received a Declined mail like this:

-----Original Appointment-----
From: Sala de Sistemas
Sent: Lunes, 18 de Mayo de 2009 10:59 PM
To: Oscar Daniel Navarro Baez
Subject: Declined: Prueba
When: Martes, 19 de Mayo de 2009 02:00 PM-02:30 PM (GMT-06:00) Guadalajara, Mexico City, Monterrey - New.
Where: Sala de Sistemas

Your request was declined because there are conflicts.

The conflicts are:

        Organizer and Time of Conflicting Meeting       
        Roberto Tamez de Luna - 5/19/2009 2:00:00 PM to 5/19/2009 2:30:00 PM       

All times listed are in the following time zone: (GMT-06:00) Time Zone
  _____  

Sent by Microsoft Exchange Server 2007
-------------------------------------------------------------------------------------------------------------

that declined mail to that user is good, because is working to notify, but for that user in his outlook client at the calendar option, appears the room reserved. So is supposed when you receive a declined mail, you can´t  have reserve it that room, because someone else was the first how reserved that room.

How can I resolved this problem?
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Question by:Realhawk
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4 Comments
 
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Expert Comment

by:apache09
ID: 24426660
First check everyone has the latest Office 2007 Sp installed:
http://www.microsoft.com/downloads/details.aspx?FamilyId=B444BF18-79EA-46C6-8A81-9DB49B4AB6E5&displaylang=en


Otherwise, Sorry its not really clear whats going on here.

Are you saying:

When the user looks at the rooms calendar its blank and appears no one has booked it?
Then the user makes an appointment in that room and they get a notification back saying the room is booked by another user?

- If this is the case, have the user close Outlook and reopen it using
Start>Run>Outlook.exe /cleanfreebusy

Now try viewing the rooms calendar, and it should show if its available or not.

------------------------------------------------------------

There is a known issue in Outlook when using Exchange 2007 that when users try to view the Free/Busy information using the scheduling assistant they may only see hash marks. This is a result of .NET Framework 3.5 with SP1 and the .NET Framework 2.0 with SP2 being installed on an Exchange 2007 Client Access server.

Details are here:  http://support.microsoft.com/kb/958934

----------------------------------------------------

Or

Are you saying that the user who tried booking that room, got a decline email, but in their calendar it still appears that the room is booked?

-If this is the case, if the user opens their calendar.
Opens that appointment
Click on Scheduling
They can see here who has accepted the bookings and who has declined the bookings.
The room should show here as declined.

Or

Are you saying you would like both users to be able to book this room at the same time for appointments?

- If this is the case, open that room in outlook.
Go to Tools>Calendar Options>Resource Scheduling>
Untick, Automatically decline Conflicting Appointments.

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Author Comment

by:Realhawk
ID: 24480440
Thanks Apache09 for your answer...

My issue problem is like the third option that you wrote me.

----------------------------------------------------------------------------------------------------------------------
Are you saying that the user who tried booking that room, got a decline email, but in their calendar it still appears that the room is booked?

-If this is the case, if the user opens their calendar.
Opens that appointment
Click on Scheduling
They can see here who has accepted the bookings and who has declined the bookings.
The room should show here as declined.
-------------------------------------------------------------------------------------------------------------------------
The only thing is that I don´t want the user goes to the appointment and do all that things..

what I want is when they receive a declined mail, in their calendar doesn´t still appears the room booked, because it was declined,  I want that deletes automatic and the user doesn´t need to delete it manually.

I attach this document to explained well myself.

Regards

Declined-Reservations-Problems.doc
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Accepted Solution

by:
apache09 earned 500 total points
ID: 24522839
Unfortunately, because they are actually creating an appointment in their calendar and inviting the Room.
They will still always have this booking in their calendar, even though the resource declined the meeting request.

They will just need to learn to read their decline emails know to check the appropriate meetings in their calendar then take the appropriate actions necessary.
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