Exchange - Delegate Best Practices and Recommendations

Last Updated: 07/17/2013

Overview

Follow the guidelines below when working with delegates within Exchange.

  • In order to avoid any inconsistencies, it is best for only the organizer of a meeting to make updates to a meeting.
  • It is best for owners and delegates to use the same version of Outlook, with the same software patches and hot fixes, to avoid complications.  This is especially important for manager/delegate relationships.
  • Two users should never modify the same item at the same time. This will generate meeting conflicts, If the time is changed, the modified item may seem to disappear from the calendar.
  • Only one user should process meeting requests and responses upon arrival, most likely a delegate.  This helps reduce the possibility of duplicate calendar items as well as other problems.  To turn off automatic processing, the owner needs to do the following while logged into Outlook:
    • Outlook 2010 for Windows:
      1. Click on the File Tab
      2. Click on the Options button
      3. Click on the Mail buttonScroll down to the Tracking Section
      4. Un-check the “Automatically process meeting requests and responses to requests and polls" box.
  • Outlook 2011 for the Mac:
    • This is not currently a feature on Outlook 2011 for the Mac.
  • When sending out updates to a meeting (especially recurring meetings), send the update to ALL recipients. If you add and remove recipients from a meeting and send out an update only to those added or removed, some users may no longer see the meeting on their calendars.
  • If the owner is going to modify meetings offline (Cache Mode) , they should sync the calendar immediately before and after making the changes. This helps reduce duplicate items, missing items, and conflicts etc.
  • Never create a recurring meeting that never ends, always have an end date. A higher risk for corruption will occur in this situation. A recurring meeting is really one item and any change to an occurrence of a meeting will cause an update to be sent. Obviously, the least number of updates sent for one recurring meeting, the less risk of the main item being updated incorrectly, or not at all.
  • Turn off auto accept of meeting requests for all Executives w/ delegates and for delegates.
    • Outlook 2010 for Windows:
      1. Click on the File Tab
      2. Click on the Options button
      3. Click on the Calendar button
      4. Scroll down to the Resource Calendaring Section
      5. Click the Resource Calendaring button
      6. Un-check the “Automatically accept meeting requests and remove canceled meetings”box
    • Outlook 2011for the Mac:
      • Is not currently a feature on Outlook 2011 for the Mac
  • Don't forward meeting requests as a method to add a user to a meeting. Add them to the “To:” line of a meeting and update.
  • Rules of any kind should not be applied to meeting reponses.