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Andrew Baldwin IT @ Johns Hopkins 10/9/2012 Definitions Review Delegate Access and Permissions Best Practices iPhone Workaround Missing Calendar Items Training Contributors Questions 33,756 Exchange customers Over 26 TB of Data 11,619 Mobile devices 8,724 Apple (75%) 2,414 Other (Droid, Windows) (21%) 481 Blackberry (4%) 4 Copies of each mailbox 2 located at East Baltimore 2 located at Mount Washington Appointment Items in calendar that do not include other people Meeting Items in calendar that involve other people Delegate Provides the ability to grant others access to calendar and email Manager The person granting delegate access Turn on Delegate Access - Windows Turn on Delegate Access – Mac Calendar, Tasks, Inbox, Contacts and Notes Default Permissions Tools | Accounts | Advanced | Delegates | + | Enter Name | OK | OK Types of Access File | Account Settings | Delegate Access | Add | Enter Name | Add | OK None Reviewer (Can read items) Author (Can read and create) Editor (Can read, create, and modify items) Link to Microsoft Article, http://tinyurl.com/7tguufb Outlook 2010 Windows Outlook 2011 Mac Use most recent version of Outlook Install most recent Outlook patches Outlook 2010 Windows, Outlook 2011 Mac May need IT Staff assistance to install Windows, http://tinyurl.com/8oepmea Mac, http://www.microsoft.com/mac/downloads May need IT Staff assistance to install Update mobile device software For advice or questions on mobile devices email the team at, [email protected] Disable iCloud Calendar Sync For iPhones and iPads disable calendar sync Run same version of Outlook on all of your computers What if I can’t run same version? Use Outlook Web Access Always accept or decline meetings Your Home | Second Office | Virtual Desktop | Vacation Home | …etc Do not just delete them Propose new time if needed Do not accept, decline or update meetings on mobile devices Use Outlook Web Access Use mobile devices as a read only device Delegates do not manage calendars on mobile devices Do not drag and drop to reschedule meetings and appointments Instead open meeting or appointment and change the date and time Do not use meetings to store notes Use Outlook Web Access Changes will be lost if organizer changes the meeting or if the meeting becomes corrupt Only have one person manage a calendar Not possible, try to have ONE delegate with Editor Permissions Still not possible, use smallest possible and BE CAREFUL to avoid conflicts, confusion and other issues Disable rules to automatically process mail or calendar items Instead process ALL request as they arrive Limit number of clients used Try to use the same computer to accept, decline and change meetings If you accept meeting on one computer, try to not modify it on another computer Avoid recurring meetings when possible Only use if consistent day of week, start and end time Avoid all complex recurring meetings Always set recurring meetings end date Set end dates less than 12 months Ideally 6 months Avoid changes to recurring meetings Process meetings in the inbox Instead, create a new meeting and include all changes then delete old meeting If you have rules to sort meetings info folders, move them back into inbox before processing Do not accept or decline meetings on a mobile device Calendar items missing from iPhone/iPad Remove calendar sync from corporate Exchange environment Click on Settings Click on Mail Click on Exchange Move Calendar to Off position Confirm Delete from My iPhone Move Calendar to On position Click on Keep on My iPhone (This keeps local calendars on your iPhone) Keep on My iPhone again (Statement that duplicates may exist) Calendar is Sync'd from Corporate Exchange MyLearning Getting Started with Outlook 2010 Using the Calendar for Appointments, Events, and Meetings in Outlook 2010 Managing Meetings and Customizing the Calendar in Outlook 2010 Contact info [email protected] 443-997-3721 Available on the http://my.jhu.edu Basic tasks in Outlook 2010 Keyboard shortcuts for Outlook 2010 http://office.microsoft.com/en-us/outlook-help/basic-tasksin-outlook-2010-HA101829999.aspx http://office.microsoft.com/en-us/outlook-help/keyboardshortcuts-for-microsoft-outlook-2010HP010354403.aspx?CTT=3 Outlook Training Courses from Microsoft http://office.microsoft.com/enus/support/results.aspx?ctags=CH010371352 Microsoft Apple Harvard and Partners Health System Weill Cornell Medical College University of Iowa Memorial Sloan Kettering Carnegie Mellon University Cornell Pellissippi State Penn College Methodist Health System Emory University of Washington Memphis University of Georgia Network World Rick.Flashman.org MSExchangeGuru.com Calendar Checking Tool for Outlook Microsoft Outlook Configuration Analyzer Tool 2.0 http://www.microsoft.com/enus/download/details.aspx?id=28786 http://www.microsoft.com/enus/download/details.aspx?id=28806 Using Process Explorer to List dlls Running Under the Outlook.exe Process http://support.microsoft.com/default.aspx?scid=kb;ENUS;970920