Delegate changing location for a single instance but old location remains booked

Question

We have an issue where a delegate will update a single instance of a recurring meeting with a new location. However, the updated invite is going out with both locations listed, and the old location remains blocked for the meeting. We have fully deleted all instances of the old location from the instance we are changing, from the To, Location and Resource fields, yet the invite still puts the old location back in all three places. We can delete the meeting from the room itself, but the invite with multiple locations is causing confusion with attendees. This behavior does not seem to repeat when trying to do this from our own personal calendars; it only occurs on calendars we manage as delegates.

Answer 1

Hi @Dickson, Richard (UDX),

Welcome to the Microsoft Q&A forum.

I would like to provide you with the following information. Please try the methods below to check whether the issue can be resolved:

Method 1: Sign out and sign back in

• Please sign out of Outlook, then sign back in and check the issue again.

Method 2: Clear Outlook cache

• Step 1: Completely close Outlook
• Step 2: Press Windows + R
• Step 3: Enter the following path and press Enter: %localappdata%\Microsoft\Outlook\RoamCache
• Step 4: Select all files in this folder > Delete
• Step 5: Reopen Outlook and check the issue again

Additionally, please help me check whether the issue also occurs on Outlook on the web.

I hope this information is helpful. Please follow these steps and let me know if it works for you. If not, we can work together to resolve this.   

Thank you for your patience and your understanding. If you have any questions or need further assistance, please feel free to share them in the comments on this post so I can continue to support you.

I look forward to continuing the conversation.

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Answer 2

The described behavior matches known calendar/location issues that occur specifically with delegated access and with certain Outlook/Exchange combinations, rather than with meetings on a user’s own calendar.

From the available information, there are two key points:

1. There are known defects and feature gaps around location changes on recurring meetings, especially when delegates or mobile/online sync paths are involved.
2. These issues often result in the old location being preserved or re‑inserted, even after it is removed from the meeting by the organizer or delegate.

Relevant items from the context:

• There is a documented feature gap where updating the location for a single instance of a recurring event does not sync correctly in Outlook Mobile when using Exchange on‑premises with Hybrid Modern Authentication. In that scenario, the “Enhanced Location” field is not updated properly, and the old location continues to appear, giving the impression that the location change did not take effect.
• There is also a known issue (now fixed) where meeting location updates were not reflected correctly in recipients’ calendars in Outlook 2016 until Outlook picked up a service-side change, sometimes requiring multiple restarts or resending the update.
• Another delegate-related calendaring issue (different symptom) is caused by Exchange-based assistants modifying meeting items in the background, leading to conflicts and unexpected behavior with meetings created or updated by delegates.

Taken together, these show that:

• Delegate scenarios are more prone to calendar/location inconsistencies than direct organizer scenarios.
• The service (Exchange) and client (Outlook) can both contribute to location fields being out of sync or reverted.

Given only the provided context, the supported actions are:

1. Test and compare behavior in different clients
   • Perform the same single-instance location change on the affected delegated calendar using:
     • Outlook on the web
     • Outlook for Windows (classic)
     • Outlook mobile (if in use)
   • This helps determine whether the issue is specific to one client or to how the mailbox is being synchronized.
2. Verify whether the environment matches a known feature gap
   • If the mailbox is on-premises Exchange with Hybrid Modern Authentication and Outlook Mobile is involved, be aware this is a documented feature gap where the enhanced location field does not update correctly, and the old location continues to appear. In that case, the recommended workaround is to verify and manage the location from non-mobile clients such as Outlook for Windows or Outlook on the web.
3. Use a workaround to ensure attendees see the correct location
   • If the old location keeps reappearing when editing a single instance as a delegate, consider:
     • Deleting that specific occurrence and re‑creating it as a standalone meeting with the correct room/location, or
     • Editing and sending the update from a client that does not exhibit the bug (for example, Outlook on the web) after the delegate has made the change.
4. If Outlook 2016 or similar builds are in use
   • Ensure Outlook is fully updated and restarted several times so that any service-side fixes for location update issues are picked up.
   • If the problem persists, resending the meeting update a second time after confirming the location in the draft can help, as documented for earlier location-update issues.

If the behavior continues only for delegated calendars and not for the organizer’s own calendar, this strongly indicates a delegate/service interaction issue rather than user error. In that case, the practical path with the information available is to:

• Prefer editing the affected instance from Outlook on the web or another client that does not reinsert the old location, or
• Delete and recreate the problematic occurrence so that the room is rebooked cleanly with the correct location.

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References:

• Updating the location for an instance of a recurring event doesn't sync with Outlook Mobile Calendar
• Meeting location updates are not reflected in recipient calendar in Outlook 2016
• The operation cannot be performed because the message has been changed