Exchange Best Practices

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Folder Organization

  • Move mail messages into folders.
    • Moving messages into folders helps keep your Inbox and Sent Items folders to a reasonable size. Extremely large folders place additional burden on your client software, mobile phone, and the server infrastructure, resulting in an experience of “slowness”.
  • Place folders outside of the Inbox.
    Folder Management
    • Do not create folders under the Inbox.
      • Such folders will constantly synchronize with the Exchange server.
    • Organize items in a folder located outside the Inbox.

Calendaring Recommendations

  • Respond to all invitations — Accept or Decline — from the Exchange Inbox.
  • Always choose “Send Update”.
  • Create recurring meetings with end dates.
    • Always use end dates with recurring meetings. We recommend an end date that is no longer than one year from the original occurrence.
  • Create new occurrences for exceptions to recurring events.
    • In the occasion when a recurring event requires an exception — reschedule an occurrence, an attendance substitution, etc.  — it is best to create new events for those exceptions.  When an exception is needed, the best approach is to cancel the individual occurrence and create the exception as needed.
  • Events are owned by user accounts.
    • If the workflow requires a meeting organizer to be a role instead of a person, that role’s account should be a user account.

Managers and Delegates

  • Limit Delegate access
    • As few people as possible should have Delegate access (read/write) to an account. Revisions should be communicated to a designated Delegate, and applied by that person.
  • Managers and Delegates should use the same software.
    • Managers and Delegates should use the same operating system, client software, version and patch level. Avoid “crossing the streams” of Outlook versions, or Windows and Mac users, within the scope of the manager/delegate relationship.

Guidance for macOS

Calendar Sharing Permissions

  • In order to view someone’s calendar from a Mac client, that person must extend “Reviewer” permissions to you.
  • The default “Free/Busy time” permissions are only valid within the Availability Panel; they are not available within the context of viewing a shared calendar. This limitation is due to the architecture of the Exchange Web Services protocol.

Outlook for Mac 2011

  • Pay vigilant attention to the number of items in each mailbox. No mailbox should contain more than 5,000 items.

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