Mobile Devices → Exchange Calendar Best Practices

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When using a mobile device to manage an Exchange calendar there are a few items to be aware of. We have found that not following these best practices can result in a wide-range of problems, including showing appointments that have been canceled or rescheduled, missing appointments, or meeting updates from someone other than the person who originally scheduled the meeting. The information on their calendar is typically correct when viewed in Outlook or OWA, even though it is inaccurate on the mobile device.

This problem is caused by differences in the way mobile device vendors implement the communication protocol between the calendar application and the Exchange Server. This is not unique to UMKC and affects organizations using Exchange that allow a variety of mobile devices to connect to the server.

The following best practices from Microsoft and other universities are recommended to minimize calendar issues.
  • Make sure your mobile device has the current version of the operating system.
  • Do not accept, decline, or modify appointments from your mobile device. Do not create appointments on your mobile device and invite others. These activities should be performed in Outlook or OWA.
  • Process meeting requests from your inbox rather than your calendar. A new meeting invitation will automatically be added to your calendar with the status of tentative until you accept or decline. Do not open the tentative appointment on your calendar to respond. Instead, open the email invitation and indicate your response.
  • Always process meeting requests. If you will not be accepting a request, open the message and select decline instead of simply deleting the message from your inbox. If a meeting has been canceled, process the update by clicking remove from calendar.
  • If you have a delegate, both the mailbox owner and the delegate should use the same version of Outlook.
  • Minimize the number of delegates. Microsoft recommends no more than one. You may give more than one person permission to view your calendar, but those individuals should only have permission to view the information.
  • Decide who will process meeting requests, either the mailbox owner or the delegate. Only one person should process meeting requests.
  • Always set an end date when creating a recurring meeting and limit the number of occurrences. A recurring meeting scheduled for once a week with 12 attendees will generate more exceptions than a monthly meeting with 2 attendees, so you should set a closer end date for meetings that happen more frequently or have a large number of attendees.
  • To change an entire series of meetings, set an immediate end date so that there are no more instances, and create a new recurring meeting.
  • As soon as a meeting displays odd behavior, such as not displaying on the calendar, you should treat the meeting as corrupt. Set an immediate end date and create a new recurring meeting to replace it.

Help & Support

These instructions are provided as guidance. If you experience difficulties feel free to contact the Technology Support Center at 816.235.2000.