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OL98: (CW) Exchange Server Limits Cause Message Not to Dismiss

The information in this article applies to:

  • Microsoft Outlook 98
  • Microsoft Exchange Server, versions 4.0, 5.0, 5.5

NOTE: These procedures only apply if you have installed Outlook with the Corporate or Workgroup option. This option allows you to use Messaging Application Programming Interface (MAPI) services. To determine your installation type, on the Help Menu click About Microsoft Outlook. In About Microsoft Outlook you should see "Corporate" if you have the Corporate Workgroup installation.


When attempting to respond to a Meeting Request by clicking Accept, Decline or Tentative, the following message may occur:

You have exceeded the storage limits on your mailbox. Delete some mail from your mailbox or contact your system administrator to adjust your storage limit.

The meeting request Note window will also show the following when you open the request:

This meeting is not in the Calendar; it may have been moved or deleted.

The following message may occur each time an attempt to close the window is made:

The item has been moved or deleted.



If the storage limit on the Microsoft Exchange Server is exceeded, sending new mail may be disabled, causing the first error message. In the case of meeting requests, the request is moved to the Deleted Items folder immediately upon clicking Accept, Decline, or Tentative.

The meeting request was moved to the Deleted Items folder when you clicked Accept, Tentative, or Decline. In an attempt to recover room for the message store, you might empty the Deleted Items folder. This causes the second error message because message is no longer available even though it is still displayed.



Nothing can be done about this meeting request, you will need to ask the organizer to send you another invitation to the meeting. To dismiss the message, Outlook must be forced to close.

To force Outlook to close use the following steps for your operating system.

Windows 95

  1. Close all unsaved messages.
  2. Press CTRL+ALT+DELETE to open the Close Program window.
  3. Click to select Microsoft Outlook, and then click End Task.

Outlook will close and the message will disappear.

Microsoft Windows NT 4.x

  1. Close all unsaved messages.
  2. Press CTRL+ALT+DELETE and click Task Manager.
  3. On the Applications tab, click to select Microsoft Outlook, and then click End Task.

Outlook will close and the message will disappear.


More Information

There are three things that can be done to keep this problem from happening:

  • Retrieve the meeting request from the Deleted Items folder and make enough room in the store so the reply succeeds.
  • Do not move meeting requests to the Deleted Items folder.
  • Deliver mail locally to a Personal Folder (PST) instead of to the server (Mailbox - <username>). Unless you run out of hard disk space, the problem will not occur.

Retrieve Meeting Request and Make Room in the Server Store

If the limits of the server store are exceeded when replying to a Meeting Request the item will be moved to the Deleted Items. To move the message back to the Inbox after you have created enough space on the server (Mailbox - <username>), follow these steps:

  1. In the folder list, click the Deleted Items folder, and then move the Meeting Request from the Deleted Items folder into the Inbox.
  2. Move enough items out of the Mailbox - <username> to get below the size limit of the mailbox. You can move items to a Personal Folder (PST).
  1. Empty the Deleted Items folder.
  2. Open the Meeting Request and click Accept, Tentative or Decline.
  3. Select the appropriate response and click Send.

The message will now send.

Clear the Option to Move Meeting Requests

To clear the option to move Meeting Requests to the Deleted Items folder automatically, follow these steps:

  1. On the Tools menu, click Options.
  2. On the Preferences tab, click E-mail Options.
  3. Click Advanced E-mail Options.
  4. Click to clear "Delete meeting requests from Inbox when responding."
  5. Click OK, OK, and OK to close all dialog boxes.

Deliver to a Local Store (PST)

To change the delivery location of your mail, follow these steps:

NOTE: if you already have a PST that you'd like to deliver your mail to, instead of leaving it on the server, skip steps 2-5.

  1. On the Tools menu, click Services.
  2. Click Add.
  3. Click to select Personal Folders and then click OK.
  4. Type a name for the new Personal Folder (PST). Click Open.
  5. Click OK to accept and close the Create Microsoft Personal Folders dialog box.
  6. In the Services dialog box, click the Delivery tab.
  7. Click to select the PST under "Deliver new mail to the following location" and then click OK.

New mail will be delivered to the new Inbox in the Personal Folder rather than the Mailbox - <username>. Existing messages on the server will slowly be copied down to the Personal Folder. Other folders on the server would need to be copied down to the Personal Folder manually.



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