The Outlook meeting tracking tab is not updated

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Article ID: 2215547 - View products that this article applies to.
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SYMPTOMS

Consider the following scenario:
  1. You use Microsoft Outlook to schedule a meeting and invite attendees. 
  2. The attendees accept or decline the meeting and send their meeting responses.
  3. You see the meeting responses in the Inbox folder in Outlook.
In this scenario, when you open the meeting that you scheduled from the Calendar folder, you notice that the Tracking page does not show updated values in the Response column.

Additionally, if you enabled the Update tracking information, and then delete responses option in Outlook, the meeting responses are not deleted as expected.

CAUSE

The meeting responses are being processed by another client, device, or third-party application. These may include, but are not limited to, the following.
  • Outlook add-ins
  • Mail archiving program
  • Devices that use Collaboration Data Objects (CDO) to synchronize with your Microsoft Exchange mailbox or calendar
  • Devices that use Microsoft Exchange ActiveSync (EAS) to synchronize with your mailbox or calendar

MORE INFORMATION

To determine whether Outlook add-ins caused the meeting response to be processed, disable Outlook add-ins temporarily, and then try to reproduce the problem. If the problem does not occur when the add-ins are disabled, additional investigation of the add-ins may be necessary.

For more information about how to disable add-ins in Microsoft Office Outlook 2003, click the following article number to view the article in the Microsoft Knowledge Base:
2575114 How to disable unlisted add-ins in Outlook 2003
For more information about how to disable add-ins in Microsoft Office Outlook 2007 or in Microsoft Outlook 2010, click the following links to open the Microsoft websites:

For 2007 Microsoft Office programs
Enable or disable add-ins in Office programs
For Microsoft Office 2010 programs
View, manage, and install add-ins in Office programs
To determine whether a mobile device caused the meeting response to be processed, determine whether you have any mobile devices that are regularly used to sync against the Exchange calendar. Make sure that you upgrade to the newest operating system of your mobile device to avoid known issues that are already resolved. Temporarily disable access to the mobile device, and then try to reproduce the behavior. If the behavior does not occur, additional investigation of the mobile device may be necessary.

You can also investigate the cause of the behavior by using MFCMapi to review the calendar item. MFCMapi is a Messaging API (MAPI) client that exposes additional information about folders and items in an Exchange mailbox. To download MFCMapi, visit the following website:
http://mfcmapi.codeplex.com
To determine whether the meeting response was processed by something other than Outlook, 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:
    1. Run MFCMAPI.exe.
    2. Click the Session menu, and then click Logon.
    3. If you are prompted for a profile, select your profile name, and then click OK.
    4. In the top pane, locate the line that corresponds to your mailbox, and double-click it.
    5. In the navigation pane (left-side pane), expand Root Container, and then expand IPM_SUBTREE.

      Note
      If the profile that you chose in step 5C connects to your Exchange mailbox in Online mode, expand Top of Information Store instead of IPM_SUBTREE.
    6. Double-click the Inbox folder to open a new window that displays its contents.
    7. Find the meeting response item that the attendee sent to you, and then select it. Do not double-click to open it.
    8. In the bottom pane, locate the PR_PROCESSED property in the Property name(s) column.

      Note 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.

WORKAROUND

If you determine that the behavior that is mentioned in the "Symptoms" section is caused by a device that synchronizes with your mailbox, you can try to work around this issue. The workaround that is mentioned in this section is a temporary solution. Optimally, you should work with the device manufacturer to find a permanent solution.

Note The following workaround only applies to Outlook 2007 and to Outlook 2010 clients that are configured for Cached Exchange Mode and that connect to a Microsoft Exchange Server 2003 mailbox. The sniffer process in Outlook 2003 does not process meeting responses in folders other than the Inbox. For Exchange Server 2007 and Exchange Server 2010 mailboxes, the Calendar Attendant processes meeting responses immediately upon receipt.

To work around this issue, create a rule that moves meeting responses to a folder that is not synchronized with your device. To do this, follow these steps:
  1. In your Inbox folder, create a subfolder that is named "MeetingResponses."
  2. Make sure that this new subfolder is not synchronized with your device.
  3. Create a rule in Outlook to move meeting responses to the MeetingResponses folder. To do this, follow these steps:
    1. On the Tools menu, click Rules and Alerts.

      Note To do this in Outlook 2010, on the Ribbon, click the File tab, click Info, and then click Manage Rules and Alerts.
    2. In the Rules and Alerts dialog box, click New Rule.
    3. In the Rules Wizard dialog box, click Apply rule on messages I receive, and then click Next.
    4. Click to enable the uses the form name form condition, and then click the form name hyperlink that appears in the Step 2 box at the bottom of the dialog box.
    5. In the Choose Forms dialog box, click the top drop-down menu, and then click to select Application Forms.
    6. In the navigation pane (left-side pane), select Accept Meeting Response, and then click Add.
    7. In the navigation pane, select Decline Meeting Response, and then click Add.
    8. In the navigation pane, select Tentative Meeting Response, and then click Add.
    9. Click Close to return to the Rules Wizard dialog box.
    10. In the Rules Wizard dialog box, click Next.
    11. Click to enable the move it to the specified folder action, and then click the specified hyperlink that appears in the Step 2 box at the bottom of the dialog box.
    12. Under Choose a folder, select the MeetingResponses folder that you created in step 1, and then click OK.
    13. Click Next two times.
    14. Change the name of the rule to Process Meeting Responses, and then click Finish.

Properties

Article ID: 2215547 - Last Review: June 22, 2012 - Revision: 3.0
APPLIES TO
  • Microsoft Office Outlook 2003
  • Microsoft Office Outlook 2007
  • Microsoft Outlook 2010
Keywords: 
KB2215547

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