1.1 Make sure that you are up-to-date!
Exchange server should be up-to-date in order to avoid issues that were corrected in released Rollups or Service Packs.
1.1.3 Blackberry/Palm/Other mobile devices used to synchronize the Outlook Calendar
Very often users are synchronizing their mailbox (including calendar) with handheld devices (Blackberry, Palm, Iphone, etc.). For this reason it is also very important to update the software for these devices and 3rd party servers that are used for Exchange mailbox synchronization.
2.1 Same Outlook version when multiple users are working on the same calendar (for example while using delegation)
When working on the same calendar we recommend using the same Outlook version with the same service pack and "updates" level.
In fact an Outlook client up-to-date and an Outlook client that is not up-to-date might have a different behavior while processing a meeting and conflicts might appear. The same principle applies when using different Outlook versions.
When you use delegates in Outlook 2007, it is recommended that the manager and all the delegates use Outlook 2007 Service Pack 2
2.2 Always process meeting invites from the Inbox folder
Normally when a user is invited to a meeting, an email message will appear in his Inbox folder, containing the meeting invite. At the same time the meeting will be placed in the Calendar as “tentative”. These operations are automatically made by Outlook and Exchange.
We recommend that the user that receives the meeting invite to process it using the meeting invite message (from Inbox) and to avoid deleting this message before processing the meeting.
Deleting the meeting request message from Inbox, before manually processing the meeting, will delete also the “tentative” meeting from your calendar.
Once the meeting is processed using the meeting invite message, you will see that the meeting will change from “Tentative” to “Accepted”
2.3 Always process meetings invites that you receive
As mentioned previously when receiving a meeting request, a meeting/appointment will be placed in your calendar as “Tentative”.
We recommend processing the meeting request (by accepting/ declining/ etc.). This will inform the meeting organizer about your presence in the meeting or not (if you decline). The same principle applies with updates for already accepted meetings.
Leaving the meeting as Tentative without processing it will potentially create conflicts and the information in your calendar won’t be accurate.
2.4 Do not delete meetings from your calendar
Once you accepted a meeting and you are no longer able to participate do not delete the meeting from your calendar!
If you delete the meeting the organizer will not be informed that you declined the meeting and your current response is not reflected in their meeting.
If you are not going to participate in a meeting that you previously accepted please use the “Decline” button to send the meeting cancelation message. When you decline a meeting the organizer will receive this message.
Also, if you are not able to attend a meeting at the proposed time you can always use the “Proposed New Time” feature of Outlook in order to inform the organizer.
2.5 How to move or delete a meeting
Once a meeting was created (organizer) and accepted (attendees) you might want to modify the time/date/etc.
a) If you are the meeting organizer
If you want to move a meeting, make your changes and make sure that you use the “Send Update” button in order to inform all attendees.
b) If you are attendee to this meeting
Check 2.4 above
2.6 Accept meeting cancellations
If you receive a meeting cancellation message, open the message and click on the “Remove from Calendar” button. Like this the meeting will be removed from the calendar, in order to avoid the situation when the meeting was cancelled but it will still appear in your calendar.
2.7 Recurring meetings
- No end date
- End After: number of occurrences
- End By: here you can enter a date
We recommend using an “End Date” for a recurring meeting.