Best Practices Outlook and Exchange

1. Best PracticesOutlook and Exchange Andrew Baldwin IT @ Johns Hopkins 10/9/2012

2. Agenda • Definitions • Review Delegate Access and Permissions • Best Practices • iPhone Workaround Missing Calendar Items • Training • Contributors • Questions

3. Frustrated?

4. Hopkins Exchange Environment • 33,756 Exchange customers • Over 26 TB of Data • 11,619 Mobile devices • 8,724 Apple (75%) • 2,414 Other (Droid, Windows) (21%) • 481 Blackberry (4%) • 4 Copies of each mailbox • 2 located at East Baltimore • 2 located at Mount Washington

5. Outlook Definitions • 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 calendarand email • Manager • The person granting delegate access

6. Allow Someone Else to Manage Your Mail and Calendar • Turn on Delegate Access - Windows • File | Account Settings | Delegate Access | Add | Enter Name | Add | OK • Turn on Delegate Access – Mac • Tools | Accounts | Advanced | Delegates | + | Enter Name | OK | OK • Types of Access • Calendar, Tasks, Inbox, Contacts and Notes • Default Permissions • 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

7. Allow Someone Else to Manage Your Mail and Calendar Outlook 2010 Windows Outlook 2011 Mac

8. Best Practices?

9. Best Practices • Use most recent version of Outlook • Outlook 2010 Windows, Outlook 2011 Mac • May need IT Staff assistance to install • Install most recent Outlook patches • Windows, http://tinyurl.com/8oepmea • Mac, http://www.microsoft.com/mac/downloads • May need IT Staff assistance to install • Update mobile device software • For advice or questions on mobile devices email the team at, mobilityservices@jhu.edu • Disable iCloud Calendar Sync • For iPhones and iPads disable calendar sync

10. Best Practices • Run same version of Outlook on all of your computers • Your Home | Second Office | Virtual Desktop | Vacation Home | …etc • What if I can’t run same version? • Use Outlook Web Access • Always accept or decline meetings • Do not just delete them • Propose new time if needed • Do not accept, decline or update meetings on mobile devices • Use Outlook Web Access • Use mobile devices as a read only device

11. Best Practices • Delegates do not manage calendars on mobile devices • Use Outlook Web Access • Do not drag and drop to reschedule meetings and appointments • Instead open meeting or appointment and change the date and time • Do not use meetings to store notes • Changes will be lost if organizer changes the meeting or if the meeting becomes corrupt • Only have one person manage a calendar • 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

12. Best Practices • Disable rules to automatically process mail or calendar items • 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 • Avoid recurring meetings when possible • Only use if consistent day of week, start and end time • Avoid all complex recurring meetings • Always set recurring meetings end date • Set end dates less than 12 months • Ideally 6 months

13. Best Practices • Avoid changes to recurring meetings • Instead, create a new meeting and include all changes then delete old meeting • Process meetings in the inbox • If you have rules to sort meetings info folders, move them back into inbox before processing • Do not acceptor decline meetings on a mobile device

14. iPhone Workaround Missing Calendar Items • Calendar items missing from iPhone/iPad • 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

15. JHU Training • MyLearning • 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 • learning@jhu.edu • 443-997-3721 • Available on the http://my.jhu.edu

16. Skillsoft Quiz

17. Skillsoft Books

18. Microsoft Training • Basic tasks in Outlook 2010 • http://office.microsoft.com/en-us/outlook-help/basic-tasks-in-outlook-2010-HA101829999.aspx • Keyboard shortcuts for Outlook 2010 • http://office.microsoft.com/en-us/outlook-help/keyboard-shortcuts-for-microsoft-outlook-2010-HP010354403.aspx?CTT=3 • Outlook Training Courses from Microsoft • http://office.microsoft.com/en-us/support/results.aspx?ctags=CH010371352

19. Contributors to Best Practices • 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

20. Tools • Calendar Checking Tool for Outlook • http://www.microsoft.com/en-us/download/details.aspx?id=28786 • Microsoft Outlook Configuration Analyzer Tool 2.0 • http://www.microsoft.com/en-us/download/details.aspx?id=28806 • Using Process Explorer to List dlls Running Under the Outlook.exe Process • http://support.microsoft.com/default.aspx?scid=kb;EN-US;970920

21. Questions