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Outlook 2010 - Calendar do's and don'ts

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When you start using Calendar in Outlook 2010, you may find that a few 'funnies' start happening, particularly if you are also checking email/calendar via your mobile phone also.

Microsoft make the following recommendations for using Calendar in Outlook 2010. Please read carefully.

Make a choice. Ensure you send a response when you accept, accept as tentative, or decline each meeting request that you receive, especially if it is an update to a meeting request that you previously accepted.

By making a choice, you keep the meeting organizer apprised of your decision and you prevent the meetings that you want to attend from being accidentally deleted.

If you need to attend a meeting but can't at the time it is scheduled, you can propose a new time for the meeting.

Try not to delete a meeting request outright because this is one way that meetings get "lost."

Send updates. After modifying one of your own meeting requests, remember to click on the Send Update button to send the updated request to all recipients.

Cancel recurring meeting. If you, as the meeting organizer, are ending a recurring series of meetings, open the meeting on your calendar, set a new end date, and then send an update. This keeps the past meetings on everyone’s calendars, but future occurrences after the end date are removed.

Change meeting organizers. If a recurring meeting is changing to a new organizer, there is not a way to reassign the ownership of the meeting. The original organizer should send an update with a new end date — the past meetings remain on everyone’s calendars, but future occurrences after the end date are removed. The new meeting organizer should send a new meeting request for meetings in the future 

Keep your meeting notes separate. As a meeting attendee, avoid adding your own private notes to the body of a meeting request in your calendar. If the organizer updates the meeting, your notes are lost. 

Don't move meeting requests. Don't move a meeting request from your Inbox to a different folder before you accept or decline the request or before the meeting appears in your calendar.Soon after a meeting request arrives in your Inbox, a piece of Outlook code — nicknamed the "sniffer" — automatically adds the meeting to your calendar and marks it as tentative. This is a fail-safe to keep you from missing the meeting in case you don't see the request in your Inbox. However, the sniffer doesn't reply to the meeting organizer. You still need to do that by accepting, accepting as tentative, or declining the request.

If you or a rule that you create moves an incoming meeting request from your Inbox before the sniffer can process the request, the meeting never appears in your calendar, and you might miss the meeting.

There is always room for one more. If you are the meeting organizer and you want to invite another person after sending the original meeting request, add the person to the attendee list (the To line) of the original meeting series or occurrence, and then send an update to all attendees.

Convert an appointment to a meeting request. If you want to create a meeting from an appointment on your calendar, open the appointment, click Invite Attendees, and then select the people you want to invite. This converts the appointment to a meeting request.

Remove it right. If you receive a meeting cancellation, click Remove from Calendar to remove the meeting from your calendar. Deleting the cancellation from your Inbox won't remove the meeting from your calendar.

Avoid calendar clutter. To make people aware of your schedule, or to let them know when you plan to be away from the office, don't send a meeting request or forward appointments that block out portions of your schedule on their calendars. Instead, share your calendar with them.

If you don't want to receive meeting request responses...Typically, it is best to know in advance who plans to attend a meeting that you schedule. By default, Outlook meeting requests ask for a response from each person you invite. You have the option not to receive responses to your meeting request, but then you won't know who accepts, accepts as tentative, or declines it.However, if you schedule a large meeting or an event and you don't want to receive a response from each person you invite, turn off the Request Responses option before you send the meeting request.

Page last modified on 02 jun 11 13:19