Multiple Outlook Meeting Responses

[Karine Rivet]

I have a user that when he creates an appointment request in Outlook XP that
includes participants outside that company that are listed in our Exchange
2003 GAL when those participants accept the meeting he receives only one
acceptance per participant, but when he opens the meeting in his calendar he
sees each participant listed multiple times. Dose anyone know what might be
causing this and how I might fix it?

 

[Leon Hao [MSFT]]

Hi,

It seems your issue is: duplicate appointments appear in Outlook 2002
Calendar folder.

Is that correct?

Based on my research, this issue can be caused by many reasons. Please
first try the following suggestions to narrow down the issue:

* Suggestion 1:
============

If the users are using OWA to accept the appointment, then this problem
occurs if the Outlook Web Access client queries the user's calendar for a
matching item based on the RecurrenceID. However, the value of the
RecurrenceID is incorrect based on the tentative item that is created by
the CDO 1.21-based application. Therefore, because the Outlook Web Access
client cannot find the appointment item, the Outlook Web Access client
creates a new appointment item.

To work around this problem, manually delete the duplicate appointment.

For more information on this situation, please refer to the following KB
article:

928567 A duplicate appointment item is created when a user accepts a
meeting request in Outlook Web Access
http://support.microsoft.com/default.aspx?scid=kb;EN-US;928567

Besides, if this is not your situation, please also consider the following
suggestions:

* Suggestion 2:
============

Obtain the latest service pack for Outlook 2002. You can resolve many
Microsoft Outlook 2002 issues by obtaining Microsoft Office 2002 Service
Pack 3.

* Suggestion 3:
============

When duplicate meeting requests are reported, the antivirus software that
is used to scan the Exchange server mailboxes in the organization should be
examined.

For more troubleshooting suggestions regarding this issue, please see the
following KB article:

890436 How to troubleshoot missing and duplicate appointments in Outlook
http://support.microsoft.com/default.aspx?scid=kb;EN-US;890436

This article discusses how to handle this issue in detail.

Additionally, if all fail, then please help us collect more information so
that we can do further research for you:

* Information Collection
=================

1. Have you applied all the latest updates for both server side and the
client side?
2. Does this occur when the participants are within the company?
3. What application do the users use to accept the appointment?
4. Please take a screenshot on the exact scenario on how "each participant
listed multiple times".
** To take a screenshot
---------------------
1. When this error message appears, press PrScrn key on your keyboard.
2. Type "mspaint" (without the quotation marks) in Start>Run box and click
OK.
3. Click Edit>Paste to paste the screenshot.
4. Save it as JPEG file type and send it as Email attachment.
---------------------

Please send it directly to the newsgroup or you can send it to me at
<[email protected]>

Alternatively, as such issue usually involves both the client side and the
server side, the suggestions our TechNet Newsgroups can give may be
limited. To resolve this issue in a more efficient manner, please contact
our Product Support Services (PSS) for more assistance.

For more information on available PSS services, please click here:

http://support.microsoft.com/default.aspx?scid=fh;EN-US;OfferProPhone#faq607

If you are outside the United States, please visit our International
Support page:

http://support.microsoft.com/default.aspx?scid=/international.aspx

Hope the suggestions help! If you have any questions, please feel free to
let me know.


Regards,

Leon Hao

Microsoft Online Partner Support
Get Secure! - www.microsoft.com/security
====================================================
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[Karine Rivet]

No, duplicate appointments are not the issue. When a user sends a meeting
request to a particpant who is listed as an Internet contact in our GAL when
the particpant accepts the meeting request they show up multiple times within
the one appointment on the calendar. In other words, after the participant
accepts, if you open the appointment on the calendar you'll see the
participant is listed multiple times, once as a required particpant and once
as an optional participant. Also, I did some further testing and found if I
delete the participant's Internet contact from our GAL prior to setting up
the meeting request the duplications don't happen. As soon as I recreate the
participant's Internet contact in our GAL and send them a new meeting request
again when they accept they are duplicated in the appointment. This very
much seems to be related to the participant having an Internet contact in our
GAL. Any idea what might be causing this or how to fix it?

 

[Leon Hao [MSFT]]

Hi,

Sorry for misunderstood your concerns.

Let me re-statement this issue like this: if the appointment is accepted by
an external user that is on the GAL, the attendee's name is appeared twice
in this appointment. This only happens on external user listed in GAL.

Is that correct now?

Based on my research, this issue occurs if the "resolve anonymous e-mail"
option is not enabled in SMTP account that is used by the external user.
Let me explain it in detail:

If this option is enabled in SMTP protocol setting when exchange server
receives the meeting accept message from the external user, the user is
resolved to the contact in Active Directory, since the user is available in
the GAL the user is resolved and identified as the same user present in the
appointment. But if the "resolve anonymous e-mail" option is not enabled,
exchange server does not resolve the address and we will have the user's
SMTP address, when outlook reads the meeting, the SMTP address is added as
additional user to the meeting as Outlook treats the sender as another
attendee for the meeting.

Currently we have two workarounds on this issue:

# 1: Enable "Resolve anonymous e-mail" option in SMTP protocol settings.
# 2: Create the contact in GAL with the display name exactly the same as
the external user's display name.

Hope this helps! If anything unclear, please let me know.


Regards,

Leon Hao

Microsoft Online Partner Support
Get Secure! - www.microsoft.com/security
====================================================
When responding to posts, please "Reply to Group" via your newsreader so
that others may learn and benefit from your issue.
====================================================
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[Jason dozier]

does this have to be done on both the back end server and also the messaging
bridgehead server that is the first point of entry?

 

[Leon Hao [MSFT]]

Hi,

This should be done on the Exchange server side. The detailed steps are as
below:

1. Click Start, click Programs, point to Microsoft Exchange, and then
click System Manager.
2. In System Manager, expand Servers, and then expand the target server.
3. Expand Protocols, and then expand SMTP.
4. Right-click the SMTP virtual server, and then click Properties.
5. In the Properties dialog box, click the Access tab, click
Authentication, and then click to select the Resolve anonymous E-mail check
box.


Regards,

Leon Hao

Microsoft Online Partner Support
Get Secure! - www.microsoft.com/security
====================================================
When responding to posts, please "Reply to Group" via your newsreader so
that others may learn and benefit from your issue.
====================================================
This posting is provided "AS IS" with no warranties, and confers no rights.

 

[Jason dozier]

I understand where and how.

I don't find any ms articles on this as being an issue. I am concerned of
the impact of doing this change. Are there any other options?

Also does this have to be done on both the back end server and also the
messaging
bridgehead server that is the first point of entry?

 

[Leon Hao [MSFT]]

Hi,

Microsoft does not recommend that you turn on the Resolve anonymous E-mail
option on any Exchange computers that receive mail from the Internet. If
you turn on the Resolve anonymous senders option, any user can send
anonymous mail through the SMTP server, and the mail message appears to the
recipient as authenticated mail.

Here is the KB article that gives the warning information above:

828770 Resolve Anonymous Senders Functionality in Microsoft Exchange 2003
http://support.microsoft.com/default.aspx?scid=kb;EN-US;828770

If you do not wish to have this option checked, your only workaround seems
to be limited to # 2 in my previous reply.

Meanwhile, Jason, please understand that our TechNet newsgroups are issue
based services, meaning we usually response to one question/issue per post.
This will lessen the confusion for both of us, as well as ensure that our
results are accurate and not a result of a test for a different question.
Regarding the additional question, please open up a new post. I appreciate
your cooperation.

Karine, do you have any further questions on your issue?


Regards,

Leon Hao

Microsoft Online Partner Support
Get Secure! - www.microsoft.com/security
====================================================
When responding to posts, please "Reply to Group" via your newsreader so
that others may learn and benefit from your issue.
====================================================
This posting is provided "AS IS" with no warranties, and confers no rights.

 

[Stacy]

Hi Leon,

We've had the same issue. I tried your option # 2: Create the contact in
GAL with the display name exactly the same as the external user's display
name and it doesn't seem to work. Do you have any other suggestions?

stacy