1. Andrew Baldwin IT @ Johns Hopkins 10/9/2012

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

4.  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.  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

6.  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/7tguufbMicrosoft Articlehttp://tinyurl.com/7tguufb

7. Outlook 2010 Windows Outlook 2011 Mac

9.  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/8oepmeahttp://tinyurl.com/8oepmea  Mac, http://www.microsoft.com/mac/downloadshttp://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.edumobilityservices@jhu.edu  Disable iCloud Calendar Sync  For iPhones and iPads disable calendar sync

10.  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.  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.  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.  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

14.  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.  MyLearning  Getting Started with Outlook 2010 Getting Started with Outlook 2010  Using the Calendar for Appointments, Events, and Meetings in Outlook 2010Using the Calendar for Appointments, Events, and Meetings in Outlook 2010  Managing Meetings and Customizing the Calendar in Outlook 2010 Managing Meetings and Customizing the Calendar in Outlook 2010  Contact info  learning@jhu.edu learning@jhu.edu  443-997-3721  Available on the http://my.jhu.eduhttp://my.jhu.edu

18.  Basic tasks in Outlook 2010  http://office.microsoft.com/en-us/outlook-help/basic-tasks- in-outlook-2010-HA101829999.aspx 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 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 http://office.microsoft.com/en- us/support/results.aspx?ctags=CH010371352

19.  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.  Calendar Checking Tool for Outlook  http://www.microsoft.com/en- us/download/details.aspx?id=28786 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 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 http://support.microsoft.com/default.aspx?scid=kb;EN- US;970920