Exchange / Outlook 2010 - How to cancel meetings but retain the calendar entry

Outlook version
Outlook 2010 64 bit
Email Account
Exchange Server
I posted in Microsoft's own forums without a hit, so I hope someone can help me here.
Is it possible to change the default behaviour on meeting cancellations whereby it removes the “cancelled” entry from a calendar even if you haven’t clicked on the “remove from calendar” option? One of my users wants to keep the entry as “cancelled” but show as free time as it is useful to look back on when wondering why he didn’t attend other conflicting meetings. I am also sure I have seen entries in my own calendar that do say “Cancelled” which suggests it is an option/setting somewhere.

We use Exchange 2010 and Outlook 2010 too. The mailbox in question is a personal one, not a resource mailbox. Thanks.
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
Re: Exchange / Outlook 2010 - How to cancel meetings but retain the calendar e

Everything you can do is here - http://technet.microsoft.com/en-us/library/aa996340(v=exchg.80).aspx - I believe it is controlled by autoprocessing. So... you can't use autoprocessing and I also believe the cancelled meeting notice needs to be moved out of the inbox, not processed/accepted. It might be better to use a run a script rule that creates an appointment.
 
Outlook version
Outlook 2010 64 bit
Email Account
Exchange Server
Re: Exchange / Outlook 2010 - How to cancel meetings but retain the calendar e

Everything you can do is here - http://technet.microsoft.com/en-us/library/aa996340(v=exchg.80).aspx - I believe it is controlled by autoprocessing. So... you can't use autoprocessing and I also believe the cancelled meeting notice needs to be moved out of the inbox, not processed/accepted. It might be better to use a run a script rule that creates an appointment.
Thank-you for the response. I don't want to appear slow, but I dont quite understand a couple of points. Firstly, I believe the user does not create these appointments, merely gets invited to them (he is a senior manager), and then cancels his attendance. If he is the party that cancels would he get a notification message, and if so and he doesn't open it the appointment will still show in his calendar. Secondly, I somewhat lost on the line "I believe it is controlled by autoprocessing. So... you can't use autoprocessing", would you be so kind as to expand on this?

Many thanks
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
Re: Exchange / Outlook 2010 - How to cancel meetings but retain the calendar e

Correct, this is for the invitee. It's much more difficult for the organizer to keep canceled appointments. It can be done with a macro that is a little more involved than the one used by invitees.

I needed an article for my newsletter today and this seemed like a cool topic - thanks. :) A run a rule script sample is at http://www.slipstick.com/outlook/rules/meeting-cancellation-calendar/ - when a cancelation notice arrives, the script copies the meeting details to an appointment and adds 'canceled' to the subject. As written in the sample, it adds "(Rule) Canceled: " - it helps me to see the rule works, but it can be changed to anything you want.

Autoprocessing - automatically accepting or declining appointments - will automatically process cancellation notices and delete them from the inbox. It's usually reserved for resources but can be used by individual. But anyone who want to keep the cancellation notice should not use this.
 
Outlook version
Outlook 2010 64 bit
Email Account
Exchange Server
Re: Exchange / Outlook 2010 - How to cancel meetings but retain the calendar e

Correct, this is for the invitee. It's much more difficult for the organizer to keep canceled appointments. It can be done with a macro that is a little more involved than the one used by invitees.

I needed an article for my newsletter today and this seemed like a cool topic - thanks. :) A run a rule script sample is at http://www.slipstick.com/outlook/rules/meeting-cancellation-calendar/ - when a cancelation notice arrives, the script copies the meeting details to an appointment and adds 'canceled' to the subject. As written in the sample, it adds "(Rule) Canceled: " - it helps me to see the rule works, but it can be changed to anything you want.

Autoprocessing - automatically accepting or declining appointments - will automatically process cancellation notices and delete them from the inbox. It's usually reserved for resources but can be used by individual. But anyone who want to keep the cancellation notice should not use this.
Many thanks for the superlative response! Don't think I could have asked for a better one.
 

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