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Oulook Calendar missing appointments

Posted on 2009-07-09
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Last Modified: 2012-05-07
We have a customer with SBS 2003. They have reported today that all calendar appointments prior to 25th October 2008 have disappeared from all users calendars. Checking back the server has not reported any errors around this time.

The company does a backup of Exchange once a year as a secondary precaution to keep copies of their diaries, the last one being in February 2009 all of the missing items are contained within this backup, so restoring isn't an issue.

My question is how has this occured, 25th October is when the clocks change in the UK, could this be something to do with it??
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Question by:NeilDBlackburn
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Expert Comment

by:Alan Hardisty
ID: 24816387
It sounds like there may be a policy setup to clear out old calendar information on the Exchange Store - to keep things tidy!
For it to happen to all users, could only be done on the Mailbox Store.
If you check for Recipient Policies that are based on Mailbox Management Settings (Start, Programs, Microsoft Exchange, System Manager - Expand Recipients, Select Recipient Policies - Look in the right-hand pane and check the properties of the policies).
If there are no Mailbox Management Policies, then this is weird.
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Author Comment

by:NeilDBlackburn
ID: 24818662
Theres no mailbox management policies there, i really don't understand how this can happen
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Expert Comment

by:Alan Hardisty
ID: 24818701
Can you check via OWA (Outlook Web Access) as this directly interrogates the data on the server.
Are the appointments visible using OWA?
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Author Comment

by:NeilDBlackburn
ID: 24818765
That was the first thing i checked, no of the appointments are there in OWA either,

i should have said the only things that are there are recurring appointments. anything that happens on a weekly or monthly basis is still there
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Expert Comment

by:Alan Hardisty
ID: 24818792
If they are not in OWA - then they are gone.
The question that may not be answered is how / where did they go.
For this to happen across the entire company / mailstore is a little unusual to say the least but could have been explained by a Mailbox Management policy but this has been ruled out.
Have you looked on a PC under c:\documents and settings\profile\local settings\application data\microsoft\outlook for a file called Archive.pst?
If it exists, you can open it under Outlook - File, Open, Outlook Data File - point to this file.  Once opened - are the calendar appointments in there?
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Author Comment

by:NeilDBlackburn
ID: 24818794
UPDATE

having now been through every users calendar it would seem it is not affecting all users. It only seems to be ones who heavily use their calendar
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Alan Hardisty earned 500 total points
ID: 24818802
Do they use blackberries or similar devices?
Any archive.pst files floating about on the users affected?
Is autoarchive turned on? Tools, Options, Other, AutoArchive?
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Author Comment

by:NeilDBlackburn
ID: 24818830
UPDATE

it only seems to be users who's mailbox syncs with a windows mobile device that have been affected by this
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Expert Comment

by:Alan Hardisty
ID: 24818859
Do the Windows Mobile Devices sync using a cable or over the air?
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Author Comment

by:NeilDBlackburn
ID: 24818881
all devices sync OTA

i already checked for auto archive, the archive.pst file contains no calendar data
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Expert Comment

by:Alan Hardisty
ID: 24818899
Are the affected users all using the same make / model of phones?
If so - what is the make / model?
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Author Comment

by:NeilDBlackburn
ID: 24818976
there are a couple of Iphones and a few HTC devices, not sure which model of HTC
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Expert Comment

by:Alan Hardisty
ID: 24819003
If they are all using Activesync OTA then it is most unlikely to be the phones causing the problem.
Can you check Activesync on the phone and click on Menu, Options.
Are there any Windows PC's listed?
If yes, anything ticked under the Windows PC section?
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