andrew baldwin it @ johns hopkins 10/9/2012. definitions review delegate access and permissions ...
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BEST PRACTICESOUTLOOK AND EXCHANGE
Andrew BaldwinIT @ Johns Hopkins10/9/2012
Agenda
Definitions Review Delegate Access and Permissions Best Practices iPhone Workaround Missing Calendar
Items Training Contributors Questions
Frustrated?
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
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 calendar and email
Manager The person granting delegate access
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
Allow Someone Else to Manage Your Mail and Calendar
Outlook 2010 Windows
Outlook 2011 Mac
Best Practices?
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, [email protected] Disable iCloud Calendar Sync
For iPhones and iPads disable calendar sync
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
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
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
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 accept or decline meetings on a mobile device
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
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 [email protected] 443-997-3721 Available on the http://my.jhu.edu
Skillsoft Quiz
Skillsoft Books
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?c
tags=CH010371352
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
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
Questions