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Outlook Calendar Best Practices

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Microsoft and other institutions that have encountered issues with calendaring in Outlook (such as disappearing appointments) recommend the following:

  1. Mailbox owners and delegates should be using the same version of Outlook, and this must be at least Outlook 2007 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.
  2. Keep the number of delegates to a minimum. This will help prevent unintended changes to a calendar.
  3. Do not delete a meeting invite without checking that the meeting is already 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.
  4. Action should always be taken on a calendar event - accept, accept as tentative or decline. Furthermore, 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 set Outlook to send meeting requests only to the delegate (instructions below):
    1. For Outlook 2007: Select the 'Send meeting requests and responses only to my delegates, not to me' check box on the Delegates tab (Tools menu, Options command).
    2. For Outlook 2010: Click the File tab. Click Account Settings, and then click Delegate Access. Select the check box 'My delegates only.'
  5. Take action only from the Inbox: accept or decline invites from the Inbox, not from the Calendar.
  6. 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.
  7. Schedule End Dates on recurring meetings.
  8. Don't forward meeting requests - new attendees should be added to the original attendee list by the organizer.

Other sites offering Calendaring Best Practices:

Delegates (those who have access to another person's mailbox), may find the following resources useful, as well:

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