BEST PRACTICESOUTLOOK AND EXCHANGE

Andrew BaldwinIT @ Johns Hopkins10/9/2012

Agenda

Definitions Review Delegate Access and Permissions Best Practices iPhone Workaround Missing Calendar

Items Training Contributors Questions

Frustrated?

Hopkins Exchange Environment

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

Outlook Definitions

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

Allow Someone Else to Manage Your Mail and Calendar

Turn on Delegate Access - Windows File | Account Settings | Delegate Access | Add | Enter Name | Add | OK

Turn on Delegate Access – Mac Tools | Accounts | Advanced | Delegates | + | Enter Name | OK | OK

Types of Access Calendar, Tasks, Inbox, Contacts and Notes

Default Permissions 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

Allow Someone Else to Manage Your Mail and Calendar

Outlook 2010 Windows

Outlook 2011 Mac

Best Practices?

Best Practices

Use most recent version of Outlook Outlook 2010 Windows, Outlook 2011 Mac May need IT Staff assistance to install

Install most recent Outlook patches 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, mobilityservices@jhu.edu Disable iCloud Calendar Sync

For iPhones and iPads disable calendar sync

Best Practices

Run same version of Outlook on all of your computers Your Home | Second Office | Virtual Desktop | Vacation

Home | …etc What if I can’t run same version?

Use Outlook Web Access Always accept or decline meetings

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

Best Practices

Delegates do not manage calendars on mobile devices Use Outlook Web Access

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

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

Best Practices

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

Best Practices

Avoid changes to recurring meetings Instead, create a new meeting and include all changes

then delete old meeting Process meetings in the inbox

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

iPhone Workaround Missing Calendar Items

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

JHU Training

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 learning@jhu.edu 443-997-3721 Available on the http://my.jhu.edu

Skillsoft Quiz

Skillsoft Books

Microsoft Training

Basic tasks in Outlook 2010 http://

office.microsoft.com/en-us/outlook-help/basic-tasks-in-outlook-2010-HA101829999.aspx

Keyboard shortcuts for Outlook 2010 http://office.microsoft.com/en-us/outlook-help/keyboard

-shortcuts-for-microsoft-outlook-2010-HP010354403.aspx?CTT=3

Outlook Training Courses from Microsoft http://office.microsoft.com/en-us/support/results.aspx?c

tags=CH010371352

Contributors to Best Practices

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

Tools

Calendar Checking Tool for Outlook http://

www.microsoft.com/en-us/download/details.aspx?id=28786

Microsoft Outlook Configuration Analyzer Tool 2.0 http://www.microsoft.com/en-us/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;EN-

US;970920

Questions