Outlook recurring meeting with meeting room disappear from room

Question

Outlook recurring meeting with meeting room disappear from room

Lee Alice 0

We have users scheduling recurring booking to a meeting room, say weekly for 6 months.

User received email notification that the all booking is accepted but the room booking shows only some series were booked.

unable to reproduce but it happen off and on.

User still has the booking in his calendar with the room booked but when check on the room calendar, it doesn't appear there.

Faery Fu-MSFT 19,751 Reputation points Moderator

2024-08-15T02:17:42.46+00:00

Hi @Lee Alice ,

Where did you check the room calendar? From the delegate's mailbox or in OWA? Does the same problem exist for other types of meetings?

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Faery Fu-MSFT 19,751 Reputation points Moderator

2024-08-15T02:17:42.46+00:00

Hi @Lee Alice ,

Where did you check the room calendar? From the delegate's mailbox or in OWA? Does the same problem exist for other types of meetings?

Answer 1

Jing Zhou 7,770 Microsoft External Staff

Hello,

Thank you for posting in Q&A forum.

Based on your description, we recommend that you try the following methods to solve the problem:

Ask users to check the room calendar to see if there are any other booking conflicts. Users can try changing the booking time or selecting another meeting room.

Ensure that the user's Outlook client is properly synchronized with the Exchange server. If you suspect a sync issue, you can try restarting Outlook or reconfiguring your account.

Verify that the user has the correct permissions to view and book the room. Administrators can check and modify permission settings in the Exchange admin center or Outlook Web Access.

I hope the information above is helpful.

If you have any questions or concerns, please feel free to let us know.

Best regards，

Jill Zhou

If the Answer is helpful, please click "Accept Answer" and upvote it.

Lee Alice 0 Reputation points

2024-08-01T07:21:27.05+00:00

If there were conflict, the room will sent the user a notification that some time slot are not available, that didn't happen, the notification from the room is Accepted All. This ruled out conflict.

All user has access to book the room, if not the user will not have half the recurring time accepted and half not, synching is not an issue here.

Retrieval from log shows the room DECLINED for dates starting from xx-xx-xxxx but the notification to user shows ACEPTED ALL.

User still has the booking in his calendar with the room booked but when check on the room calendar, it doesn't appear there.
Lee Alice 0 Reputation points

2024-08-01T07:34:31.0733333+00:00

The were no conflict when user book the room as he received an "Accepted All" confirmation email from the room.

Permission is not the issue as the room is allow all and the user was able to book like 5 out of the 20 recurring booking. (number is just an example)

Is there an outlook issue if the recurring is more then 3 months? However we are unable to reproduce this problem.

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Outlook recurring meeting with meeting room disappear from room

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