Where Are My Outlook Calendar Items?

By | Sep 21, 2009

I know you’ve all probably experienced this before.  One day an appointment is on the calendar, and then it’s just gone.  I can’t tell you how many times I’ve accused my boss of messing up his calendar, but I’ve found out it wasn’t actually his fault (sorry about that, Val!).

The Problem with Delegates

It turns out that the problem is caused by delegates.  If more than one person receives calendar invites for a particular person, everyone must mark them approved.  If you delete a meeting request from your e-mail without approving it, even if someone else already has, then it will delete the meeting from the calendar.  This can also happen if you access Outlook from more than one computer.  If the meeting request comes up in e-mail on both computers, you’ll need to approve it in both places.

Limit Delegates on Your Calendar

This is a good reason to limit delegates on your calendar.  It’s great to have a back-up for your boss’s calendar, but you need to work out an agreement with how to handle meeting requests.  I recommend that one of you be the primary approver, and the other approve only after the primary has already approved.  Then the primary will let the secondary approver know when she (the primary approver) will be away from the office so the secondary knows the duty of approving appointments falls to her.  Wow…what a complicated couple of sentences!  But the concept is actually pretty simple.

More Outlook Tips

Microsoft has a number of great tips for managing calendars in Outlook at this link.  I highly recommend it for anyone who handles calendars in Outlook, but especially for administrative and executive assistants managing calendars for others.

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4 Comments so far
  1. Eve (1 comments) April 22, 2010 7:24 pm

    I don’t think this is true anymore with Outlook 2007 – I delete my bosses invites all the time without accepting them and the entry never leaves his calendar. In fact, it won’t allow me to accept the meeting after he has already accepted it.

  2. Jodith (189 comments) April 26, 2010 6:50 am

    Thanks for letting us know that, Eve! I haven’t worked on 2007 in a networked environment, so haven’t been able to play with that new functionality.

    Although, it could be what version of Exchange Server your company uses rather than Outlook version. I need to do some research and figure it out.

    Thanks for the tip!

  3. Julie (3 comments) June 10, 2010 7:32 am

    What if you don’t delegate and are still having problems with items dissapearing on the calendar? I send out a request for a monthly meeting with all the managers of my company. I noticed that it does not show up on our President’s (whom I support) calendar. I found the original request and he accepted, why isn’t it there? I’m sending this as more of a vent than anything else, i’m currently searching Microsoft for some answers.

  4. Jodith (189 comments) June 10, 2010 4:23 pm

    Hi, Julie. Does he use a Blackberry or other remote device? This also happens if he deletes the meeting request from either his desktop or remote device without accepting the meeting. It’s a problem I had with one boss. He’d accept it on his handheld, and then he’d delete it from his desktop without accepting it, because he accepted it on his Blackberry. That’s the only other issue I can think of.

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