Andrew Baldwin
IT @ Johns Hopkins
10/9/2012
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Definitions
Review Delegate Access and Permissions
Best Practices
iPhone Workaround Missing Calendar Items
Training
Contributors
Questions
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33,756 Exchange customers
Over 26 TB of Data
11,619 Mobile devices
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8,724 Apple (75%)
2,414 Other (Droid, Windows) (21%)
481 Blackberry (4%)
4 Copies of each mailbox
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2 located at East Baltimore
2 located at Mount Washington
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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
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Turn on Delegate Access - Windows
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Turn on Delegate Access – Mac
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Calendar, Tasks, Inbox, Contacts and Notes
Default Permissions
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Tools | Accounts | Advanced | Delegates | + | Enter Name | OK | OK
Types of Access
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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
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Use most recent version of Outlook
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Install most recent Outlook patches
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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
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For advice or questions on mobile devices
email the team at, mobilityservices@jhu.edu
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Disable iCloud Calendar Sync
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For iPhones and iPads disable calendar sync
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Run same version of Outlook on all of your computers
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What if I can’t run same version?
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Use Outlook Web Access
Always accept or decline meetings
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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
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Use Outlook Web Access
Use mobile devices as a read only device
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Delegates do not manage calendars on mobile devices
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Do not drag and drop to reschedule meetings and
appointments
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Instead open meeting or appointment and change the date and
time
Do not use meetings to store notes
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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
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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
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Disable rules to automatically process mail or calendar
items
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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
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Avoid recurring meetings when possible
Only use if consistent day of week, start and end time
 Avoid all complex recurring meetings
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Always set recurring meetings end date
Set end dates less than 12 months
 Ideally 6 months
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Avoid changes to recurring meetings
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Process meetings in the inbox
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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
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Calendar items missing from iPhone/iPad
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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
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MyLearning
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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
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learning@jhu.edu
443-997-3721
Available on the http://my.jhu.edu
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Basic tasks in Outlook 2010
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Keyboard shortcuts for Outlook 2010
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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
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http://office.microsoft.com/enus/support/results.aspx?ctags=CH010371352
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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
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Calendar Checking Tool for Outlook
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Microsoft Outlook Configuration Analyzer Tool 2.0
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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
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http://support.microsoft.com/default.aspx?scid=kb;ENUS;970920