ARCHIVED: In Microsoft Outlook, why does my free/busy time on my calendar appear empty to other users when it really isn't?

Note: This applies to Microsoft Outlook installed in Corporate or Workgroup mode only.

At Indiana University, free/busy times for all Exchange users are stored on the Exchange servers. By default, only two months' worth of appointments are published to the free/busy folder. The meeting request feature in Outlook does not open individual calendars; rather, it searches published free/busy times. If someone is searching farther than two months ahead for your free/busy times, your calendar will appear empty.

You can reset how many months are included in your free/busy folder. However, since an Exchange server can host several thousand mailboxes, do not increase this setting beyond what you actually need. In most cases, three to six months should be sufficient. Follow the appropriate steps below to reset the number of months Outlook for Windows will publish your free/busy time.

Note: You must make this setting change on every version of Outlook you use to access your Exchange account. For example, if you use Outlook at work to view your Exchange mail and also use Outlook at home, you will need to change this setting at both work and home.

Outlook 2010 and 2007

1. Using Outlook, log into the appropriate mailbox.

   In Outlook 2010, from the File tab, select Options. In the resulting window, on the left side, click Calendar.

   In Outlook 2007, from the Tools menu, select Options.... In the resulting window, click Calendar Options....

2. In the Calendar Options section or window, click Free/Busy Options....
3. You will see the field in which you enter the number of months you wish to publish. If you set this to zero, it will prevent any user from seeing your free/busy information when scheduling meetings with you. Since the server may host several thousand users, you should publish only as many months as you actually need.
4. Below this setting is the frequency with which your calendar updates the server with free/busy information; the default value is 15 minutes. In most cases, you should not decrease this setting.
5. To apply your changes, click OK. Click OK in any other windows to return to Outlook.

Outlook 2003

1. Using Outlook, log into the appropriate mailbox. From the Tools menu, select Options.... In the resulting window, click the Preferences tab.
2. To the right of the Preferences tab, click Calendar options, and then click Free/Busy Options....
3. You will see the field in which you enter the number of months you wish to publish. Since the server may host several thousand users, you should publish only as many months as you actually need.
4. Below this setting is the frequency with which your calendar updates the server with free/busy information; the default value is 15 minutes. In most cases, you should not decrease this setting.
5. To apply your changes, click OK.