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Is there a policy for controlling the refresh rate of Outlook objects like room mailboxes?

MATTHEW ALEXANDER 0 Reputation points
2025-04-23T15:53:35.4+00:00

We have a customer who has room mailboxes for booking meeting room resources. Inconsistently we have seen this customer is sometimes able to double book resources because the event is not showing up in the calendar in outlook classic, new outlook and webmail.

This does not happen every time and is fairly intermittent.

Is there a policy or setting that controls how quickly these objects will appear? We have tried in our own tenant and had mixed results for recreating this issue. At times we can recreate the problem and others it will work fine. There is also a related problem attached to this with booking notifications not being sent despite set to email the user without a delay so perhaps is just an exchange online problem but wanted to reach out in case there is a setting we can change to resolve this.

Outlook Management
Outlook Management
Outlook: A family of Microsoft email and calendar products.Management: The act or process of organizing, handling, directing or controlling something.
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  1. Vasil Michev 117.1K Reputation points MVP
    2025-04-23T16:38:45.8333333+00:00

    Generally speaking, the booking process and conflict resolution are handled by the server, so if a meeting already exists in a given slot you should receive a decline response on the booking request, even if Outlook shows the slot as empty. There are some corner cases which mostly involve recurring meetings, but the general rule holds true.

    If you are consistently seeing issues, best double-check the room's calendar processing configuration (Get-CalendarProcessing ******@domain.com) and verify the settings are configured per your expectations. Another thing to keep in mind is that room delegates can override the booking assistant if they create the meeting directly in the room's calendar. Always make sure the request is sent as a meeting request via Outlook, with the room added to the location field.

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