MS Outlook Calendar Tips: Dealing with missing invitations
No longer just for sending and receiving emails, MS Outlook has evolved into a powerful program, capable of organizing your emails as well as your contacts, appointments, and To-Do lists. MS Outlook also allows you to sync information across multiple handheld devices like Blackberrys and other smartphones, so you are always up to date.
However, with increasing functions come increasing complexities. The Outlook calendar, in particular, is often known to mysteriously lose appointments. These problems typically arise when multiple actions are taken on the same invitation, whether it is because both you and your assistant have replied to an invitation, or because you have responded to the invite via multiple devices. Moving or deleting invitations can also cause your appointments to go missing. Following these seven simple tips will allow you to manage your Outlook calendar more effectively and solve the pesky missing appointments once and for all.
Tip 1: Never delete your invitations
When you receive an invitation in Outlook, you have the option to accept, tentatively accept or decline the invitation. You can also choose to ignore the invitation if you cannot decide or do not want to respond. However, it is never a good idea to delete the invitation. Leave the invitation in your inbox until you have taken action or until the event has passed.
Tip 2: Leave the invitation in your inbox
Never move invitations into a folder other than your inbox. Doing so will disconnect the invitation from your calendar, which may lead to problems later on. Check your mail rules to ensure that invitations will not be automatically moved.
Tip 3: Never accept invitations from your calendar
While you have the option of double clicking on the event in your calendar and accepting the invitation from there, you should never do so as this may cause problems. Instead, always accept calendar invitations from your inbox.
Tip 4: Never delete invitation cancellation messages
When you receive notification that an appointment has been cancelled, never delete the message. Instead, click one of the action buttons, most commonly “Remove from Calendar.”
Tip 5: Expand distribution lists
When sending invitations to a distribution list, always expand the group into the individual email addresses by clicking on the “+” sign next to the distribution list. If the distribution list includes your own name, make sure that you delete your name from the list.
Tip 6: Never remove duplicate names
If you have inadvertently sent the calendar invitation to the same person twice, don’t delete the duplicate name. Outlook will automatically send the person a cancellation notice, even if the duplicate name remains on the invitation.
Tip 7: Never forward a calendar invitation
Forwarding a calendar invitation may result in the invitation not showing up on that person’s calendar. Instead, ask the organizer to include the additional participant.
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