Change of Meeting Location

Question

When a meeting has been sent in the past, an update/change of the meeting location (eg. another meeting room) forces the user to re-accept again the meeting. Seems more logic that the users who already accepted the meeting, stay on "Accepted" and are not moved to "Didn't respond". Thx for updating.  

Answer 1

Hi @Philip DHaese, 

Welcome to Microsoft Q&A forum. 

Thank you for reaching out and sharing your feedback regarding the behavior of Outlook when location is updated. I have tested and did not encounter the issue described. According your concern, the user will need to accept again only when time, date or recurrence is updated. If attendees say they accepted but you see “None/Didn’t respond,” Microsoft has documented a guidance to consider that responses may be processed elsewhere (mobile, add-ins, EAS), or that attendees accepted without sending a response, which won’t update Tracking. 

To review the calendar item, I would recommend using MFCMapi by downloading it from the Microsoft github repository. Once the MFCMapi has been install, please follow these steps: 

1. On your Outlook client computer, create a meeting, and then send a meeting invitation to an attendee. 
2. Exit Outlook. 
3. Have the attendee accept the meeting invitation, and then have them send a response back to the organizer. 
4. On your client computer, keep Outlook closed. 
5. Use MFCMapi to examine the meeting response that the attendee sent. To do this, follow these steps: 

• Run MFCMAPI.exe. 
• Click the Session menu, and then click Logon. 
• If you are prompted for a profile, select your profile name, and then click OK. 
• In the top pane, locate the line that corresponds to your mailbox, and double-click it. 
• In the navigation pane (left-side pane), expand Root Container, and then expand IPM_SUBTREE. 
• Double-click the Inbox folder to open a new window that displays its contents. 
• Find the meeting response item that the attendee sent to you, and then select it. Do not double-click to open it. 
• In the bottom pane, locate the PR_PROCESSED property in the Property name(s) column. 
• If the meeting response has a PR_PROCESSED property, and if the property is set to True, the meeting response was processed by another client, device, or third-party application. Therefore, when you start Outlook, it considers that this item was already processed and does not update the tracking on the calendar item. 
• If the meeting response does not have the PR_PROCESSED property, the meeting response has not been processed. 

6. Please follow these steps to locate the attendee meeting response using MFCMapi: 
   1. Open the Calendar folder, and then locate the item. 
   2. In Property Name column, locate the PR_RECIPIENT_TRACKSTATUS property, and then look at the Smart View column. Possible values are as follows:  Flags: respTentative  Flags: respDeclined  Flags: respAccepted  Flags: respNone 

For more information, please refer to this article: The Outlook meeting tracking tab is not updated - Outlook | Microsoft Learn 

I hope this information is helpful. Please follow the steps above and let me know if it works for you. If not, we can continue working together to resolve the issue.   

Thank you for your patience and understanding. If you have any questions or need additional assistance, please don’t hesitate to reach out so I can continue to support you. If you found the response useful, please consider marking it as accepted, as this may help other community members who are looking for similar guidance.   

I look forward to continuing the conversation. 

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Answer 2

When a meeting organizer changes the location of a previously sent meeting request, attendees who have already accepted the meeting are typically required to re-accept the updated invitation. This behavior is part of how Outlook processes updates to meeting requests. When the location is changed, the update is sent as an informational update, and attendees who had previously accepted the meeting may find their status reverted to "Did not respond" until they re-accept the updated invitation. This can indeed be seen as less logical from a user experience perspective, as it would be more intuitive for those who have already accepted to remain in that status.

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References:

• About meeting requests as informational updates and full updates