Calendar Problems

How to Fix Gray Availability in New Outlook Scheduling Assistant

Maira Mehtab Sep 21, 2026 868 views

Question details

The user needs to fix a display issue in the New Outlook where calendar availability incorrectly shows as gray.

Product: Microsoft Outlook
Device & OS: Windows
Scenario: Using the Scheduling Assistant to check availability and schedule meetings with a Microsoft 365 business account configured through Exchange.
Observed behavior: The Scheduling Assistant displays all availability, including the user's own, as gray in the New Outlook, while Classic Outlook and Outlook on the web display it correctly.

Before you start

Ensure that the New Outlook application is completely closed before attempting to modify or clear any local application data files.

Solution 1Recommended

Clear the New Outlook RoamCache

Use this primary solution to delete temporary cache files that may be corrupted and causing display glitches in the Scheduling Assistant.

The New Outlook utilizes a local caching folder known as RoamCache. When these files become corrupted or out of sync with the Exchange server, calendar features like the Scheduling Assistant may fail to render availability colors correctly.

Close Outlook

Exit the New Outlook application completely. You may want to check your Task Manager to ensure no background Outlook processes are running.

Navigate to the Outlook AppData Folder

Press Windows Key + R to open the Run dialog. Type %localappdata%\Microsoft\Outlook and press Enter to open the directory in File Explorer.

Delete RoamCache Contents

Locate the folder named 'RoamCache' and open it. Select all the files inside this folder (Ctrl + A) and delete them. Do not delete the folder itself, only its contents.

Restart and Test

Reopen the New Outlook application. Navigate to the calendar and test the Scheduling Assistant to verify if the availability colors are now displaying correctly.

Cache Rebuilding: After deleting these files, Outlook may take a few moments to sync and rebuild the cache from the Exchange server during your next startup.

Solution 2

Contact New Outlook Support

If clearing the cache does not resolve the issue, reach out to the dedicated New Outlook support team for advanced diagnostics.

Free Microsoft Office alternative

Experience a Lighter, Glitch-Free Office Alternative

While troubleshooting complex Exchange server issues in Outlook, you shouldn't have to deal with sluggish performance in your core productivity apps. Consider WPS Office for your document, spreadsheet, and presentation needs. It is a highly compatible, resource-friendly alternative to Microsoft Office that ensures your workflow remains uninterrupted.

1. Download the Installer: Visit the official WPS Office website to download the free, lightweight installation package.
2. Install WPS Office: Run the downloaded executable file and follow the simple on-screen instructions to complete the setup.
3. Open Your Documents: Launch WPS Office and easily open or edit your existing Microsoft Word, Excel, and PowerPoint files without losing formatting.

Fully compatible with Microsoft Office formats like .docx, .xlsx, and .pptxLightweight architecture that consumes significantly fewer system resourcesFamiliar user interface allowing for instant migration with zero learning curveFree to download and use for all essential daily office tasks

Frequently Asked Questions

Why is the Scheduling Assistant gray in the New Outlook?

This is typically caused by a synchronization error or a corrupted local cache file (RoamCache) preventing the application from correctly pulling and rendering availability data from the Microsoft Exchange server.

Will clearing the RoamCache delete my emails or calendar events?

No. The RoamCache folder only stores temporary synchronization data. Deleting its contents forces Outlook to fetch a fresh copy of your data from the server, but it will not permanently delete your emails, contacts, or calendar events.

Why does the Scheduling Assistant work fine on Classic Outlook and the web?

The New Outlook is built on a different framework (relying on WebView2) and utilizes a separate local caching mechanism compared to Classic Outlook. A cache issue in the New Outlook does not affect the web version or the Classic application.

How do I find my WebView2 version for Outlook Support?

You can usually find the WebView2 version by going to Windows Settings > Apps > Installed Apps, searching for 'WebView2', and checking the version number listed next to the Microsoft Edge WebView2 Runtime.

Outlook & Email Problems