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Meeting Room/Resource Calendar Issues

Anonymous
2025-02-10T14:36:25+00:00

We are experiencing intermittent issues with our meeting room/resource calendar when external users from Separate tenant attempt to schedule meetings. We have already configured Calendar Information Sharing in Exchange Online Admin with the following settings for all their domains:

Enabled

With: Time, subject, and location

For: Everyone

However, we have encountered the following problems>>>>

Scheduling Assistant Display Issue:

Randomly, when users from the external organization try to select a room in Scheduling Assistant, they are unable to see whether a slot is free or busy. Instead, it appears as grey with stripes.

Meeting Disappearance Issue:

Intermittently, after an external user books a meeting room and receives an accepted email, the meeting slot disappears from the meeting room calendar after some time (e.g., the next day).

We have checked with our delegated users, but we do not see any record of cancellation from our organization. Normally, if a meeting is canceled, the organizer should receive a cancellation email, but that has not been the case.

Could you please investigate this from the backend and confirm what could be causing these issues? Additionally, would it be possible to flush the cache to see if that resolves the problem?

We appreciate your assistance and look forward to your response.

Please note the issue is not limited to outlook client, it's also happening on OWA/Web. It's also happening from the office and out of office for the users of external org.

Outlook | Windows | Classic Outlook for Windows | For home

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  1. Anonymous
    2025-02-10T15:30:56+00:00

    Hello Blair Kensington,

    Thank you for reaching out to the Microsoft community. 

    Based on the information you provided, I have consulted with a senior member of my team about your situation, and I would like to share some more specific directions with you.

    • Clear Cache: Clear the cache in both Outlook and your web browser.
    • Disable Add-ins: Disable any add-ins in Outlook and see if the issue persists.
    • Update Outlook: Ensure all users are on the latest version of Outlook.
    • Check Permissions: Verify that the permissions for the meeting rooms are correctly set.

    We also recommend raising a support ticket with Microsoft’s front line support team. Microsoft's back-end support team should collect more advanced log information (e.g., calendar logs, permissions, room device logs) from Office 365 Global Admin personnel through a remote session to diagnose the current scenario. If needed, a front-line technical support engineer can also have a specific support team investigate some specific situations further. 

    Due to the limited permissions and access resources of our forum moderators, we are unable to collect certain types of log information in public forums for this reason and for the privacy of our users' data. 

    After diagnosing the situation, our technical support team can provide possible information from their point of view. 

    If there are any known issues, the Technical Support Engineer can provide this information from their back-end resources. 

    For the standard procedure information provided above, in your organization, Office 365 Global Admins may need to contact the Office 365 support team on the backend through an open service request so that they can diagnose this particular scenario with some more technical resources,  

    For this standard procedure, the following is the official documentation that Global Admins refer to: Get support - Microsoft 365 admin | Microsoft Learn (Online option). 

    Note: If you are an end-user person, you may need to contact the Office 365 Global Administrator in your business organization to contact a Technical Support Engineer for further processing.  

    Important: If any of your organization's Office 365 Business/Business/Education subscriptions are from a federated partner or reseller and the global admin can't open a service request on their end, they may need to contact the reseller's support provider so they can help the global admin open the service request on their end. After that, the Office 365 support team will participate in the service request that was created. 

    Thank you very much for your valuable time in your cooperation.

    Sincerely

    Feroz Mahmud | Microsoft Community Moderator

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  1. Anonymous
    2025-02-12T13:13:43+00:00

    Update:

    =========

    >> Raised support to Microsoft

    >> They will engage escalation or backend team for this

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