We have all had Outlook Calendar meetings that have mysteriously disappeared off of our calendar, or that were updated and we somehow missed the memo. Not only are these moments frustrating, but they can be avoided! Our Outlook Calendar tips and tricks provides ten ways to help you better manage your calendar acceptances, changes, and removals to make sure your schedule is always up-to-date and accurate.
Compuquip’s Top 10 Outlook Calendar Tips:
- Respond to meeting invitations or updates from your Email Inbox – Responding to meeting invitations from the Calendar item itself, and then deleting the email invitation from your mailbox, could delete the item from your calendar.
- Accept the most recent invitation or update (by date/time) if you get multiple updates to the same meeting or event – Accepting older updates could cause you to lose important information or changes to the meeting, such as a different date, time, or location.
- Do not choose “Don’t Send a Response” if you are invited to a meeting, unless you are specifically asked not to respond by the meeting organizer – Use of the “Don’t Send a Response” option does not update the tracking of your acceptance in the meeting organizer’s invitation. Instead, choose “Send the response now” or choose “Edit the response before sending” if you wish to inform the organizer of important information.
- Do not forward meeting invitations you receive to other individuals unless your intent is only to inform them of the meeting as an FYI – Forwarding an invitation with the intent of inviting another to the meeting does not inform the meeting organizer and could cause a “surprise factor.” In addition, if updates to the meetings are made, such as a change in time or location, forwarded invitations will not receive the updates.
- Open meeting cancellation notices from your email Inbox and click on “Remove from Calendar” – If you simply delete the email cancellation notice, the meeting will remain on your calendar, potentially causing confusion about your schedule and you will appear unavailable to attend meetings organized by others during that time.
- Do not include yourself in a distribution list when sending a meeting invitation – If you do, and you accept your own meeting invitation, you will become just like any other invitee and will be unable to change or cancel the meeting.
- Invite a conference room to a meeting invitation as a Resource if it is a public conference room – If you invite the conference room as a Required or Optional attendee, the conference room will not be reserved for your meeting if the owner has set the room to Auto Accept; and therefore, will be subject to scheduling conflicts.
- Choose the “Send Update to All Attendees” option if you make a change to the date, time, location, etc. that attendees need to know about – If you are only adding or removing attendees, please determine whether you need to inform everyone on the attendee list. If not, choose the “Send Update Only to Added or Delete Attendees” option.
- Choose “Send cancellation and delete meeting” when canceling a meeting – Simply deleting the meeting without sending a cancellation notice to attendees will only remove the meeting from your own calendar, and will leave an “orphaned” meeting on the calendars of the other attendees. They will have no way of knowing that the meeting was cancelled, or if informed separately, they will have to manually remove the meeting from their calendars.
- Choose “Share My Calendar” when you need someone to have access to your calendar in order to see what you are doing or where you are, and grant Reviewer permissions – You can even grant other permissions, such as Author or Editor, to allow others the ability to add, edit, and delete items. Only if you need someone else to function on your behalf, to receive copies of meeting related mail sent to you, OR if you do not wish to receive any email meeting notifications and want someone else to handle them for you, should you grant Delegate access instead of Share My Calendar.