Outlook Calendar Best Practices
Microsoft and other institutions that have encountered issues with calendaring in Outlook (such as disappearing appointments) recommend the following:
- Use the same version of Outlook: 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.
- Keep the number of delegates to a minimum. This will help prevent unintended changes to a calendar.
- 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.
- 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):
- 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).
- For Outlook 2010: Click the File tab. Click Account Settings, and then click Delegate Access. Select the check box 'My delegates only.'
- 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.
- Schedule End Dates on recurring meetings.
- Don't forward meeting requests - new attendees should be added to the original attendee list by the organizer.
Other sites offering Calendaring Best Practices:
- Microsoft: http://office.microsoft.com/en-us/outlook-help/outlook-meeting-requests-essential-dos-and-donts-HA001127678.aspx?pid=CH062556281033
- Stanford: http://www2.slac.stanford.edu/comp/messaging/Calendar/Calendars_best_practices.htm
- UPenn: http://prowiki.isc.upenn.edu/wiki/Exchange_Shared_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: