Share via

Outlook Calendar - Meeting Invite "Show as" is grayed out

CSal 6 Reputation points
2020-08-17T21:45:35.207+00:00

Hi all - I support 15+ customers and have each of my customers various meetings on my Outlook calendar (total of 80+ meetings a week). Each morning I have to weed through all the double/triple booked invites to find out which are the most important for me to attend. I tried creating a custom view within Outlook to only show meetings that I have accepted or show as busy, however, its not working as expected. For some reason, many of my recurring meetings have the "show as" field grayed out so I can not change it. Accepting as an individual meeting session instead of recurring does not seem to work either as for some reason, it does not show up under the filtered view as being "busy." Any thoughts on why this is happening or ways to achieve my end result? Basically it comes down to calendar management and I can't seem to find a viable solution yet. Any assistance is greatly appreciated.

Version: Office 365 ProPlus
18034-untitled.jpg

Outlook | Windows | Classic Outlook for Windows | For business
0 comments

2 answers

Sort by: Most helpful
Most helpful Newest Oldest
  1. ByersMichael-1025 5 Reputation points
    2024-05-30T16:23:13.83+00:00

    May not be the same root cause as for CSal, but I also had this problem. Found this post and after playing around with it a bit more I noticed that while everything was grayed out in the same way, on the right click menu, and the Ribbon bar, I noted that on the Ribbon next to the grayed-out items was the "Edit Series" option. I clicked on this and was able to change the meeting to Show as I wanted and it changed once I "Saved" using the File option on the Ribbon or the save icon.

    User's image

    After clicking on "Edit Series" and the meeting opens

    User's image

    Saving with ...

    User's image or User's image

    Hope this helps.

    Was this answer helpful?

    1 person found this answer helpful.
    0 comments
  2. Jade Liang-MSFT 9,991 Reputation points Microsoft Employee
    2020-08-18T07:30:20.19+00:00

    For some reason, many of my recurring meetings have the "show as" field grayed out so I can not change it.

    According to my tests, the 'show as' field grayed out issue may happen after you have changed the meeting on its own, such as accept it only or change the 'show as' status by opening the meeting individually like below.(double-click the meeting>just this one>change 'show as'>save), Have you performed above operations?
    18238-818.png

    Actually, I tried to create a customed view and change the 'show as' filed of a meeting in the recurrence , it won't work as same as your situation. So, the status of recurrence meetings may be a whole and cannot change due to a single meeting settings, whatever you change the 'show as' or accept it, which may result in this issue.
    If you want to show part of the recurrence meetings in your customed view, I'm afraid that you could only accept and change the status of whole recurrence meetings firstly and deny or delete the several meetings you don't want to accept or show on your calendar, which may be laborious but effective.

    Hope the above information is helpful to you.

    Was this answer helpful?

Your answer

Answers can be marked as 'Accepted' by the question author and 'Recommended' by moderators, which helps users know the answer solved the author's problem.