The Best Practices for Microsoft Exchange Calendaring INFORMATION TECHNOLOGY SERVICES University of Virginia

Transcription

1 The Best Practices for Microsoft Exchange Calendaring

2 1 TOP 7 Run the latest version of Outlook, on the same platform, on all computers which access your Exchange account.

3 TOP 7 Grant others the lowest level of permissions required for your Exchange calendar. 2

4 NOT SURE ABOUT PERMISSION LEVELS? No need for a broken heart! We have a permission level chart!

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6 TOP 7 Do not frequently change recurring meetings. 3

7 TOP 7 Schedule end dates on your recurring meetings, 4 preferably no more than 3 months out.

8 ALL GOOD THINGS MUST COME TO AN END. (Even recurring meetings ) BUT, You can always schedule a year s worth of meetings by breaking them into 4 sections of 3 months each

9 TOP 7 Manage your mailbox size. 5

10 THE BEST THINGS COME.. In smaller boxes

11 TOP 7 Do not process or edit meeting requests on your mobile 6 device or smartphone unless they were created there.

12 TOP 7 Ensure your smartphone or mobile device has the latest operating system version 7 and all patches before connecting to Exchange.

13 Calendaring To get the best performance out of your Exchange calendar using Outlook 2010, 2011, & OWA

14 Calendaring Check your calendar permission levels: Give users the lowest level of permissions they need to interact with your calendar. The default for any user is to see your Free/Busy times. To access your calendar permissions: 1. Right-click on the Calendar on the left side navigation pane. Choose Properties. 2. Select the Permissions Tab and then add or remove users and adjust permission levels as needed.

15 Calendaring Run the same version of Outlook on every device you have: " This means run Office 2010 on every PC & Office 2011 on every Mac; and where possible, use the same platform. " If you use different platforms (both Mac & PC), consider using Outlook Web Access (OWA) on the non-primary one. " Failure to use the same platform across devices can result in calendar discrepancies.

16 Calendaring Not all University groups are on the ITS Exchange servers: " Examples: Astronomy, Darden, Commerce, and the Hospital are on different servers and their calendars are not visible on UVa Centralized Exchange Service calendars. " Staff in these locations can be invited to meetings, but the meeting request will not automatically appear on their calendar and they will have to add it.

17 Calendaring Your calendar experience will be better if you: " Leave only your own calendar open " Close other shared calendars you are not using " Turn off Calendar reminders if you find them annoying or frustrating: 1. Click on the File menu, Choose Options, Choose Calendaring. 2. Uncheck Default Reminders if you would like to turn them off.

18 Calendaring Processing meeting requests: " Process them from your inbox as soon as they arrive and send a reply to the meeting organizer " Once you have processed a reply, do not move the request on your own calendar " You can the meeting organizer using Suggest Another Time if you need a time change

19 Calendaring Processing meeting requests: " Reply to meeting requests (Accept/Decline/Tentative) from your inbox. " If you Decline, the request is gone from your inbox and the time is no longer blocked on your calendar " Instead, consider marking a meeting you may have to miss as Tentative and send a response to the meeting organizer that you are double booked. That way the meeting stays on your calendar in case you can attend.

20 Calendaring Processing meeting requests: " Respond to all meeting requests the same way " If you see the request on multiple devices (laptop, tablet, smartphone), always use the same response. " Never type personal information about another attendee into the notes section of a meeting " This section is visible to all attendees

21 Calendaring If you are the meeting organizer: " Invite the location of the meeting to the meeting " You must invite the room as a resource attendee " Typing the location name in the location box does NOT hold the time on the location s calendar " Always use the Send Update button when adding attendees, adding or changing details, meeting info, or time/location information

22 Calendaring Vacation Scheduling: " If you are indicating you will be out of office on someone else s calendar (e.g., your supervisor or coworker): " On their calendar, mark the time as Free " This places a note that you are out of office but leaves their calendar free for meetings to be booked " On your own calendar, mark the time as either Busy or Out of Office

23 Calendaring Using Delegates: " Have as few delegates as necessary (preferably none) " Decide which delegate will process meeting requests; then let that delegate be the ONLY person who processes them " Determine a backup delegate ONLY for when the primary delegate is out of office/unable to process meeting requests " Executive & delegate should be on the same platform (Mac or PC) and on same Outlook version (2010 or 2011)

24 Calendaring Using Delegates: " Neither executives nor delegates should process meeting requests on a smartphone or mobile device " Turn off Auto-Accept for your meetings if you are using a delegate " Consider carefully whether or not to use Cached Exchange Mode

25 Calendaring Make an informed decision on using Cached Exchange Mode: " Most executives can and probably should use Cached Mode, which is on by default, but assistants and delegates who manage calendars for executives should not. " Assistants & delegates who manage calendars for others, particularly if doing so from a Windows desktop computer on Grounds, should use Online Mode instead of Cached Mode for a better user experience (more accurate, up-tothe-minute info on another person s calendar availability.

26 TOP 7 More Exchange best practices: Mobile Devices its.virginia.edu/exchange/bestpractices