Skip to main content

 

Eptura Knowledge Center

Remove a meeting space

  1. Last updated
  2. Save as PDF

Eptura Engage 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 Eptura Engage, the Exchange room mailbox is set as the organizer of the Microsoft Outlook calendar event.
  • When a booking is created from the Eptura Engage 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 directly in Eptura Engage or from Microsoft Outlook. If not, you may find that the Outlook event is deleted but the meeting space booking in Eptura Engage is not.

How to remove an Exchange room booking created directly in Eptura Engage

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

To remove an Exchange room booking from a Microsoft Outlook event created directly in Eptura Engage, it must receive a ‘decline’ notice from Eptura Engage.

  1. Log into Eptura Engage 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 Eptura Engage meeting space booking is canceled.

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

When a booking is created from the Eptura Engage 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 from a Microsoft Outlook event that was created using the Eptura Engage Outlook add-in for Exchange Sync, it must receive a cancellation notice from Microsoft Outlook.

  1. Open the Microsoft Outlook event.
  2. Select the meeting space you want to cancel from the To list of attendees and 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. Microsoft Outlook enforces this limitation as it requires at least one attendee for a meeting. If you want to keep the appointment, invite yourself as an attendee.