Difference between revisions of "Outlook Calendar Best Practices"

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Various troubles can be avoided by following the calendaring best practices outlined below.
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==Critical Instructions==
#'''[https://support.gmhec.org/TDClient/47/middlebury/KB/ArticleDet?ID=302 Turn off Cached Exchange Mode for shared folders]!'''  This is vital for anyone who creates or edits entries in another person's calendar or shared mailbox.
#'''Action should always be taken on a calendar event''': Accept, Accept as Tentative or Decline.
#'''Schedule End Dates''' on recurring meetings. Generally, within a year is best.
==Other Recommendations==
#'''Use the same version of Outlook''': Mailbox owners (and any delegates) should be using the same version of Outlook on any computers that are used for calendaring. This should be at least Outlook 2016 with the latest updates from Microsoft. If you are a delegate and you have a different version of Outlook than the owner of the mailbox, please contact the Helpdesk to start an installation of the appropriate version of Outlook (see [[How do I find Outlook version information?]])  
#*Obviously, if you are in a mixed environment of Windows, Mac and mobile devices, it is not possible to have the same version of Outlook. In such a mixed environment, each platform should use the same version of Outlook and each device should be using the '''latest''' version of its mail software. That is, Windows computers should use the '''same''' Outlook version as other Windows computers, Mac computers should use the same version of outlook as other Mac computers, and mobile devices should use the latest version of their email client. Even so, inconsistencies may still happen, either due to the technology or due to one person doing something different.
#'''Keep the number of delegates to a minimum'''. This will help prevent unintended changes to a calendar.<br>
#'''Do not delete a meeting invite''' without checking that the meeting is already '''accepted''' on the calendar. If an invite is deleted before the mailbox owner or the delegate has had a chance to accept it, then the meeting will disappear from the calendar. If you are not sure the meeting is on your calendar, do not delete it. In addition, when a meeting request is received, Outlook will automatically insert a '''placeholder''' for that meeting in your calendar, even before you've had a chance to accept or decline. A picture of this placeholder appears below compared with a picture of an appointment that's been properly accepted. If you see this placeholder, it means that the meeting has '''not''' been firmly accepted. If there is still a meeting invite for this meeting in your mailbox, you should accept it.<br>[[Image:Outlook Unaccepted Meeting.JPG]]&nbsp; vs&nbsp;[[Image:Outlook Accepted Meeting.png]]<br>''Note how the placeholder on the left is faded in appearance and has a stripe on the left with alternating colors. The properly accepted meeting on the right has a solid color line and is not faded in appearance.''
#'''Have an agreed-upon procedure for handling meeting invites'''&nbsp;- especially if there's more than one person with access to a calendar. Only one person should be accepting and declining meeting invites - either the mailbox owner or a single delegate. If the delegate will be performing this, then the mailbox owner may choose to instruct Outlook to send meeting requests only to the delegate. Instructions for this (caveats included) are listed at the [[#Configuring_Outlook_to_only_send_meeting_requests_to_a_delegate_and_no_meeting_requests_to_the_mailbox_owner|end of this document]].'''<br>'''
#'''Take action only from the Inbox''': accept or decline invites from the Inbox, not from the Calendar.
#'''Don't delete a meeting request''' from one device if it has been accepted from another. Accept it again, instead. In general, if you are not attending a meeting, do not delete an invite, but click the Decline button, instead.
#'''Don't forward meeting requests''' - new attendees should be added to the original attendee list by the organizer.<br><br>
== General Meeting/Event Creation ==
* Do '''not''' accept suggestions to create an “event” on your personal calendar if the invitation email message was sent to a large group.  If you do, everyone who received the original message will be invited to the event you just created and they will all receive a cancellation notice if you delete this event from your calendar!  If you really want this event to appear on your own calendar, just add it manually. <br><br>
* '''Tip for event organizers''': Event organizers can use the BCC option in their email to send announcements to large groups of people. This prevents recipients from accidentally sending a calendar invitation to everyone else, and also prevents accidental reply-all messages. You can still state the groups for which the email is intended in the body of the email. You can find instructions for using [https://support.office.com/en-us/article/show-hide-and-view-the-blind-carbon-copy-bcc-field-04304e27-63a2-4276-8884-5077fba0e229 BCC in Outlook] and [https://support.office.com/en-us/article/create-reply-to-or-forward-email-messages-in-outlook-on-the-web-ecafbc06-e812-4b9e-a7af-5074a9c7abd0 BCC in Webmail]
== Other sites offering Calendaring Best Practices  ==
*'''Microsoft''': [https://support.office.com/en-US/Article/Best-practices-when-using-the-Outlook-Calendar-d93f72d3-2361-4e0d-8d6a-5c4939c17f39?ui=en-US&rs=en-US&ad=US Best practices when using Outlook Calendar]
*'''Stanford''': [http://www2.slac.stanford.edu/comp/messaging/Calendar/Calendars_best_practices.htm Exchange Calendars &amp; Meeting Requests Best Practices]
* '''Univ of Colorado - Boulder''': [https://oit.colorado.edu/services/messaging-collaboration/microsoft-office-365/help/exchange-online/calendaring-best Exchange Online Calendaring Best Practices]
== Further Information for Delegates  ==
Delegates (those who have access to another person's mailbox), may find the following resources useful, as well:
* [https://support.office.com/en-US/article/Manage-another-person-s-mail-and-calendar-items-AFB79D6B-2967-43B9-A944-A6B953190AF5 Manage another person's mail and calendar items with Outlook 2016]
=== Configuring Outlook to only send meeting requests to a delegate and no meeting requests to the mailbox owner  ===
It is possible to configure Outlook to only send meeting invites to a delegate and no invites to the mailbox owner. We cannot recommend this for everyone, as it may cause complications when the delegate is unavailable to process meeting requests. However, instructions for configuring this feature of Outlook are available below.
#For Outlook 2016: Click the '''File''' tab. Click '''Account Settings''', and then click '''Delegate Access'''. Select the check box '''My delegates only'''.
[[Category:Helpdesk Documentation]]
[[Category:Helpdesk Documentation]]
[[Category:Public Search]]
[[Category:Public Search]]

Latest revision as of 13:12, 19 July 2022

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