- Run the same version of Outlook on all of your computers
Mailbox owners and any delegates should be using the same version of Outlook with the latest service pack and updates on all computers that are used for calendaring. If you are in a mixed environment of Windows, Mac or mobile devices, each platform should use the same version and each device should have the latest service pack and updates.
- Only one person should process meeting requests
Other people, computers, or devices that receive the meeting request should ignore them (do not delete them do not process them). Have no more than two delegates.
- Manage your calendar exclusively from Outlook or Outlook Web Access
Don’t accept, decline, modify or invite others to appointments from your mobile device. You can, however, create new appointments on your mobile device.
- Make sure your mobile device has the latest operating system version.
Mobile device manufacturers and carriers frequently update their operating systems, so be sure to check for updates.
- To change an entire series of meetings, cancel the original meeting and create a new one
To change one instance, cancel just that meeting and create a new one to replace it. Always put an end date on a recurring meeting.
- A “corrupt” meeting will remain that way until you delete it
If it is a recurring appointment, delete all occurrences and reschedule it.
- Set an end date on recurring meetings
We recommend setting the end date no more than 6 months out. The risk of a calendar item becoming corrupt increases every time you edit it. Setting a limit on the number of occurrences ensures that you start fresh every once in a while and reset the risk factor.
- Don’t cancel recurring meetings
Canceling recurring meetings will delete all instances of the meeting—past and future—from everyone’s calendars, resulting in loss of the historical data. Instead, change the end date for the recurrence to be the day after your last planned meeting so that only future occurrences will be removed.
- Send meeting requests to individuals instead of distribution groups or mailing lists
If you address a meeting request to a group address, and then individually add or remove an attendee who was already invited as part of the group, there could be a conflict in the system and the meeting could disappear from that attendee’s calendar.
- Always send updates when you change a meeting you organized
Sending updates to your attendees will ensure that your attendees all have the same, accurate information about your meeting on their calendars or know that it is canceled. If you cancel a meeting without sending an update to the attendees, the meeting only gets removed from your calendar and is then orphaned on everyone else’s.
- Don’t drag and drop recurring meetings when rescheduling them
This does not always give you the option to send an update to your attendees letting them know you’ve changed the time.