OL2000: (CW) Cancelled Meeting Remains on Resource Account Calendar (235904)

NOTE: The procedures in this article only apply if you have installed Outlook with the Corporate or Workgroup option. With this option, you can use Messaging Application Programming Interface (MAPI) services. To determine your installation type, click About Microsoft Outlook on the Help menu. If you have the Corporate or Workgroup installation, you see "Corporate or Workgroup".

SYMPTOMS

When you book a meeting using a Microsoft Exchange Server resource account, such as a conference room, and subsequently cancel the meeting, the meeting continues to display on the resource account's calendar.

WORKAROUND

Use the following steps to work around this behavior:

Open the resource account mailbox in Outlook 2000.
Click the Calendar folder.
On the View menu, point to Current View, and then click Customize Current View.
Click Filter.
Click the Advanced tab.
In the Field box, point to Frequently-used fields, and then click Subject.
In the Condition box, click doesn't contain.
In the Value box, enter canceled.
Click Add to List.
Click OK two times.
Exit Outlook 2000.

The previous steps do not remove canceled items from the Calendar. These steps mask canceled items from the view.

MORE INFORMATION

The cancelled meeting appears on the resource Calendar with white borders, and the text "Cancelled" appears prominently as a part of the description. The benefit of this design is to provide users of the resource with a visual depiction of the status of the resource in case a conflict is seen. This also provides a means to determine the demand for resources.

Although the meeting remains on the resource account calendar, the Free/Busy information is cleared on the next Free/Busy update cycle. This allows others to book the resource without conflict.