We encourage you to adhere to the "Best Practices" included here. Please note, not all email clients work equally reliably with Exchange calendaring. We recommend that you use one of the preferred clients.
- When scheduling a meeting with a large number of people, turn off the “Request Response” option BEFORE you send the meeting request. You will NOT be able to see who accepts the meetings, but you won't be inundated with meeting responses.
- If you cancel a meeting, send an email notification.
- Invite the resource to your event through your own calendar or delegate's calendar. Don't schedule the resource directly (i.e., by opening the resource's calendar).
- Do not Delete meetings on a resource that you manage. Instead, choose Decline > Send A Response. If you Delete a meeting from a room without sending a response, the resource will display as "Accepted" on the meeting organizer’s calendar.
Respond to Meetings
- The message you receive as a meeting request offers options for Accept, Tentative and Decline. These are ACTION buttons. Be sure to take action on these requests. This ensures the meeting is correctly added to your calendar.
- It's best to NOT allow meeting requests to accumulate; respond to meeting requests in a timely manner. If in doubt, select "Tentative" and change your reply once you are sure. Note, it's best to avoid responding from a mobile device.
- DO NOT delete a meeting request without first responding to it; doing so will permanently remove it from your calendar. This advice is particularly important if you assigned a delegate to help manage your calendar. In a situation where you are not sure if you already responded to the meeting, look for the following text, "Accepted by [name] on [date],[time]." This appears in the information bar of the meeting request once the request has been processed. If you accidentally delete a meeting request, you can retrieve it from your "Deleted Items" folder.
- Do not take action on meetings directly from the calendar; process all requests through email. However, if you later have a need to change your meeting status, you can do so through the calendar.
- By default, once you respond to a meeting request the email invitation is automatically moved from your Inbox to your Deleted Items folder.
- Even if you think you are already in the meeting, you must process each meeting request that offers the Accept, Tentative and Decline actions.
- In cases where a meeting email offers a “No Response Required” action the meeting has already been added/updated on your calendar.
- If you receive a meeting cancellation notice, be sure to select "Remove from Calendar."
- If you have configured your Carnegie Mellon email to forward to another account, be aware that you are also forwarding any meeting requests. This practice will fail to add meetings to your Exchange calendar.
- If you've already taken action on a meeting request on your computer, DO NOT process it again on your mobile device.
- If you adhere to all best practices but experience calendar issues, use your mobile device only when viewing your calendar or when creating simple appointments.
- By default, iOS devices (iPhone, iPad) display a popup message when a new meeting request is received. Our recommendation is to disable this feature.
- For those in delegate relationships, ONE person should receive and respond to meeting requests, either the delegate or the supervisor, NEVER both.
- Attendees, location and date/time should be the same in ALL occurrences of the meeting.
- Always set an end date for the meeting.
- Maximum recurrence should be one year. If the recurrence must extend beyond a year, you should create a new recurring meeting. In these cases, it might help to identify the meeting by adding the year to the "Subject" line (e.g., IT Project Team Meeting 2013).
- If you've scheduled a recurring meeting and one of the attendees is no longer affiliated with the university, remove that person from the meetings. However, if you would like to have their presence recorded on past meetings follow these steps: (1) Open the recurring meeting and change the end date to match the last date of the attendee's employment at the university. (2) Send a meeting update to all attendees. (3) Create a new recurring meeting and invite all remaining employees to the meeting.
- Limit the number of people with Editor permissions to your calendar.
- Instead of having multiple delegates, configure only one delegate and then grant Editor permissions to the additional people. There should not be multiple delegates receiving meeting email messages.
- Be sure that Cached Mode is OFF if using Outlook; for help, please refer the appropriate documentation: Outlook 2013 or Outlook 2010.
- Decide whether the delegate or the designee will be responsible for specific tasks. For example, it may be best for the Delegate ALONE to view the meeting requests. To do this, the designee (e.g., manager) can set the deliver meeting requests and responses option to "My delegates only".
- Assign only ONE delegate to EACH mailbox owner. If additional people need to view the calendar, consider granting them "Editor" or “Reviewer” rights.
- Use Outlook Web Access (OWA) or the same client as the designee to process meeting requests as a delegate.
- Use the preferred Exchange clients: Outlook 2011 and Outlook 2010.
- Avoid keeping multiple calendar windows open, instead open them only as needed and close them promptly.
- Request to share - On Outlook 2011 or Mail, if you receive an, "I'd like to share my calendar with you" message you can manage it in one of two ways: Open the message in OWA and then click the Add This Calendar link OR follow the appropriate steps to open a shared calendar.
- Private meetings - Outlook, Mail and OWA offer an option to make events/meetings private. If you share your calendar with others, details of your private meetings are NOT viewable; however, if you have named delegates, they can be given special permissions to view private items.
- View free/busy - The option to view free/busy times by opening someone's calendar is NOT available in Outlook 2011 or Mail unless that person has given you reviewer permissions. Use Outlook Web App (OWA), to view free/busy times without setting these permissions.