Remove meeting space from an Outlook event

Condeco Outlook add-in for Exchange Sync

Good to know

When removing meeting spaces and deleting bookings from Microsoft Outlook appointments, it is useful to understand how a meeting space mapped to a Microsoft Exchange room is associated with the calendar event in Microsoft Outlook:

• When a booking is created from Condeco, the Exchange room mailbox is set as the organizer of the Microsoft Outlook calendar event.
• When a booking is created from the Condeco Outlook add-in for Exchange Sync, the Exchange room mailbox is set as an attendee of the Microsoft Outlook calendar event.

Best practice

When removing an Exchange room from an Outlook calendar event, always use the same tool as when the booking was created – either Condeco or Microsoft Outlook. If not, you may find that the Outlook event is deleted but the meeting space booking in Condeco is not.

How to remove an Exchange room booking created using Condeco

*When a booking is created from Condeco, the Exchange room mailbox is set as the organizer of the Microsoft Outlook calendar event.

To remove an Exchange room booking created using Condeco from an Outlook appointment, send it a ‘decline’ notice from Condeco.

1. Log into Condeco and find and delete the meeting space booking.
2. A decline notification from the meeting space is sent to the Outlook calendar event.

The Exchange room is removed from the Outlook calendar event and the Condeco meeting space booking is canceled.

How to remove an Exchange room booking created using the Condeco Outlook add-in for Exchange Sync

*When a booking is created from the Condeco Outlook add-in for Exchange Sync, the Exchange room mailbox is set as an attendee of the Microsoft Outlook calendar event.

To remove an Exchange room booking created using Condeco Outlook add-in for Exchange Sync from an Outlook appointment, send it a ‘cancelation’ notice from Microsoft Outlook.

1. Open the appointment in Microsoft Outlook.
2. From the To list of attendees, select the meeting space you want to cancel press the Delete key.
3. Click Send Update.

The removed meeting space is sent a cancellation notice and the meeting space booking is canceled.

*If your meeting has no attendees (other than the meeting space), you cannot cancel your meeting space without removing your whole appointment. Outlook enforces this limitation as it requires at least one attendee for a meeting. As a workaround, you can invite yourself as an attendee in order to keep your appointment.