Handling Recurring Meetings on Outlook Calendar
Submitted by Danna Smith
http://office.microsoft.com/en-us/outlook/HA011276781033.aspx
The following scenarios are for the most part when calendar entries are disappearing, it is because two people are accessing them at the same time. This is an excerpt from one to the articles that I thought explains the situation extremely well:
Symptoms
This scenario involves a meeting organizer, a recipient who is the manager, and a delegate who has Editor rights to the manager's Calendar folder and to the manager's Tasks folder. The delegate receives copies of all the manager's meeting requests, but the manager has also elected to see the meeting requests. Therefore, both the manager and the delegate receive every meeting request that is sent to the manager.
Consider the following scenario:
| 1. | The meeting organizer creates and sends a new meeting request to the manager. The meeting is a single instance. The meeting does not include any Recurrence settings. |
| 2. | The manager opens the meeting request but does not accept or decline the request. Important: In this scenario, the manager leaves the request open during the next steps. |
| 3. | The delegate opens the meeting request. Then, the delegate accepts the meeting request and sends a response. |
| 4. | After the delegate accepts the meeting request, the manager deletes the meeting request without closing the meeting request. |
| 5. | When the manager examines the Calendar, the manager observes that the meeting has been deleted from the Calendar. |
| 6. | When the delegate opens the manager's Calendar, the delegate observes that the meeting that the delegate accepted does not appear on the manager’s Calendar. |
If the manager has the meeting request open at the same time that the delegate accepts the meeting request, the meeting request in the manager's Inbox has a response status of "Not Accepted". When the delegate processes the meeting request in the delegate's Inbox, the free-and-busy information is updated. However, the response status of the meeting request that is currently open in the manager's Inbox is not updated. In this scenario, when the manager deletes the meeting request, the corresponding meeting item is deleted from the Calendar.
If the manager opens the meeting request after the delegate accepts the meeting request, the response status of the meeting request is "Accepted". Therefore, when the meeting request is deleted, the corresponding meeting item is also deleted from the Calendar.”