We couldn't find this meeting in the calendar. It may have been moved or deleted. (Room calendar Deleted Items)

Question

Hi

I have setup a new resource/room in Exchange Online, the only extra commands i have ran on it is the following. Room auto accepts and handles bookings.

Set-CalendarProcessing -Identity "mailbox@mailbox.com" -AddOrganizerToSubject $true -DeleteComments $false -DeleteSubject $false  
  
Set-MailBoxFolderPermission -Identity mailbox@mailbox.com:\Calendar -User "Default" -AccessRights LimitedDetails  

When i check the rooms mailbox i can see in deleted items, each time someone books a meeting a email ends up with the meeting details in the Deleted items folder. If i look at this email i can, "We couldn't find this meeting in the calendar. It may have been moved or deleted."

All the bookings are correct in the users calendar and in the rooms calendar but why is that email their and stating the issue about not being able to find it? Users can update and change the meetings and everything works but when creating a new meeting a email will end up in the rooms mailbox under deleted items with the info about the meetings and the issue message displayed.

Answer 1

Hi @Jimmy Winberg ,

When i check the rooms mailbox i can see in deleted items, each time someone books a meeting a email ends up with the meeting details in the Deleted items folder. If i look at this email i can, "We couldn't find this meeting in the calendar. It may have been moved or deleted."

To the best of my knowledge, this is an expected behavior that the auto accepted meeting requests will end up in the Deleted items folder. As regards to the message "We couldn't find this meeting in the calendar. It may have been moved or deleted.", based on my test, this could be a by design behavior in Outlook when a meeting item is moved to the Deleted Items folder. I tried to test with both a newly created room mailbox and a room mailbox configured using the commands you mentioned above, every single meeting requests they handled ended up in the Deleted items folder with the exactly same message as yours:

If we manually move the item outside the deleted items folder, the message will disappear.

Furthermore, aside from the room mailboxes, this also occurs all attendees of a meeting request. When an attendee accepts a meeting, the meeting item goes to the Deleted items folder of the attendee's mailbox with same message:

Given this, personally I'd like to suggest just ignoring the message in the deleted items folder.

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Answer 2

I have been getting these kind of emails in my mail's deleted items from last couple of days.
Until now I got close to 200 emails and its really annoying. I have cancelled the original meeting invite but it keeps coming.

Any idea how to resolve this issue.