Tips & Tricks – Top 10 Outlook Calendar Tips

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:

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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.
  6. 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.
  7. 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.
  8. 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.
  9. 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.
  10. 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.
*Due to the popularity of this post, we did a follow up. We hope you find it useful! For more Outlook Calendar tips, visit the Microsoft Training Library’s Tops Tips for Outlook.
Up Next, Tips on Avoiding File Loss!
avatarLauren Quinn
Marketing Manager

Posted on August 13th, 2010. Filed under Popular Posts, Technical Education.

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  • Debi

    Well described. I really like your post. Its so simply described the tips. thanks for sharing.
    Outlook 2010 Training

  • umesh

    Very nyc article Laureb

  • hidharm

    Thank you for the tips!

  • Amanda Fields

    I have access to a shared calendar and I accidently changed the location to a meeting that already occured and I did not organize. Will the organizer receive a noticiation regarding the update?

  • YoggerMan

    I sent out a meeting invite to a bunch of my Yog buddies. Not all of them got it, even though they are clearly showing up on my attendee list. What the fuck is going on? We Yogs don’t like to left out of Yogger meetings. What the FUCK is wrong with Micro FUCKING Soft OUTLOOK?

  • Ant

    An Outlook 2013 problem I have not quite solved yet – maybe you can help…?
    I am scheduling numerous meetings with numerous small groups throughout my organisation, so my calendar is quite cluttered. Worse, I cannot see who has responded (accepted or declined) or simply not responded at all.without opening each and every meeting (>200 meetings!) and reading the “i” header.
    Is there a way to use Conditional Formatting to automatically colour-code those meetings where all respondents have “Accepted”, some have, none have, or all “Declined”, or some have or all have?

  • Eric Dosal

    Looks like you’re going to have to contact Microsoft or you IT Support person to get this address. It sounds like you have a custom requirement that may require more assistance.

  • Isaac Klinger

    I have a use case that is causing me some pain. We have a board meeting and we were changing the date/time as well as removing some employees that no longer work here. Once the update was sent the scheduling assistant is still showing the attendees that were removed.
    Any thoughts?

  • Piyush Mistry

    Outlook Invitation will auto send to delete item .I has checked rules , her outlook with 3 rules but no rules send email to delete item .And i has check the issue on OWA , but on the OWA i still found this issue .

    Pls kindly help to check , thanks.

  • Tom

    I invite people to seminars and would like to send them a calendar invitation and keep them updated if any changes occur. However, I do not want the invitees to be able to see the details of other invitees. Has anyone got a way to do this in Outlook? (It’d be great if you could BCC people in a meeting invite, however that is not supported.)