An Outlook 2007 meeting organizer is changed to an attendee in an Exchange Server cross-forest environment

Article ID: 2220899 - View products that this article applies to.
Expand all | Collapse all

SYMPTOMS

Consider the following scenario:
  • You have a Microsoft Exchange Server 2003 mailbox. You use Microsoft Outlook to create a meeting and invite users in a second Exchange organization. The second Exchange organization is a Microsoft Exchange Server 2007 or Microsoft Exchange Server 2010 organization.
  • An attendee in the second Exchange organization uses the Outlook client to propose a new time.
  • The attendee successfully sends you the meeting proposal.
In Outlook, you receive the meeting time proposal message as a meeting request. Essentially, you are considered a meeting attendee for the meeting that you originally created.

Additionally, if you try to accept the new proposed time, the following warning may be displayed in the meeting request:
You received a more recent update to this meeting. This meeting request is out of date. You cannot respond to this request.
Another symptom may be that you cannot see the free/busy information for other attendees in your same organization.
Back to the top | Give Feedback

CAUSE

This is a feature limitation of Rich Text conversion in Exchange Server 2003. This limitation means that the message class of the proposal is changed to the message class of a meeting request.
Back to the top | Give Feedback

WORKAROUND

To work around this issue, use one of the following methods.

Method 1: Move mailboxes to Exchange Server 2007 or Exchange Server 2010 mailbox servers


Exchange Server 2007 and Exchange Server 2010 do not have this limitation. You can send new meeting time proposals between any combination of Exchange Server 2007 and Exchange Server 2010 organizations successfully. If an Exchange Server 2007 or Exchange Server 2010 mailbox server is available in your organization, request that your mailbox be moved to that server.

Method 2: Configure Outlook to use Rich Text for external contacts

Configure your Outlook client to always send messages to the specific external recipients by using the Rich Text format. This setting must be enabled on your Outlook client for those contacts that are in the second organization. Also, the meeting recipients in the second organization must configure their Outlook clients to always send rich-text-formatted messages to you.

For more information about how to set the "Send using Outlook Rich Text Format" option on Outlook contacts, click the following article number to view the article in the Microsoft Knowledge Base:
290809
(http://support.microsoft.com/kb/290809/ )
How e-mail message formats affect Internet e-mail messages in Outlook

When you use this workaround as the organizer, you must add the external recipient as an attendee by choosing them from the Contacts folder address book instead of the Exchange global address list (GAL). Additionally, if any of those recipients are currently in your Nickname Cache, you may have to remove them so that they are updated for later uses.

For more information about how to remove individual entries from the Outlook nickname cache, click the following article number to view the article in the Microsoft Knowledge Base:
287623
(http://support.microsoft.com/kb/287623/ )
How to reset the nickname and the automatic completion caches in Outlook

Method 3: Configure your Exchange Server to always use Rich Text when email messages are sent externally

This workaround changes the setting globally for all mailbox users in your organization. Therefore, you should carefully consider and test this workaround before you implement it in the Exchange organization.
For Exchange Server 2003
For more information, click the following article number to view the article in the Microsoft Knowledge Base:
821750
(http://support.microsoft.com/kb/821750/ )
How to configure Internet e-mail message formats at the user and the domain levels in Exchange Server 2003

For more information, click the following article number to view the article in the Microsoft Knowledge Base:
883490
(http://support.microsoft.com/kb/883490/ )
Outlook e-mail message format overrides the Internet message format that is specified by your Exchange Server 2003 computer
For Exchange Server 2007
For more information about the Transport Neutral Encapsulation Format (TNEF) conversion options, visit the following Microsoft TechNet website:
TNEF Conversion Options
http://technet.microsoft.com/en-us/library/bb310786.aspx
(http://technet.microsoft.com/en-us/library/bb310786.aspx)
Back to the top | Give Feedback

Properties

Article ID: 2220899 - Last Review: January 30, 2012 - Revision: 5.0
APPLIES TO
  • Microsoft Office Outlook 2007
Keywords: 
KB2220899
Back to the top | Give Feedback

Give Feedback

 
Back to the topBack to the top