Optimization Tips : Outlook Social Connector, iCloud Sync and other Best Practices
Below is some valuable information for speed killers for Contacts and Calendars Sync:
We have found the Microsoft Outlook Social Connector (in Outlook) updates the contacts from the GAL and other social platforms which negatively affects syncing, causing unnecessarily updated items. This causes long sync times. Access and other options of the Social Connector can be granularly controlled through Active Directory Group Policy rules, but the machines have to be on the domain. A full or partial turning off of automatically installed Outlook Add in for Contact Sync for your organization is recommended. The machine with OSC enabled updates the contacts in the mailbox, causing a change for our sync program to consider, and then the item is updated, as per the relationship settings. This "ping pong" effect takes time to go through. Systems with OSC on can take an hour to sync, while when it is turned off, that same relationship can sync in under a minute.
This step is crucial for any efficient Contact Sync.
Tips on Calendars:
1. Calendar appointment invites must be accepted for Add2Exchange to sync the appointment.
2. Add2Exchange/Add2Outlook will NOT copy a copied appointment; it must be original and not dragged from someone's Calendar. Be sure to have a direct relationship created from the source folder (i.e. the folder the new appointment was made in) to each destination folder (target folder, i.e. the folder(s) you want the new appointment to sync to). This also applies to Contact sync items.
3. Recurring appointments must have an end date for Calendar Appointments. See tip below: How to Control Outlook recurrence patterns using group policy: https://support.microsoft.com/en-us/kb/2548319
4. Microsoft Exchange Calendaring Problems - Make sure the Outlook has the latest patches: http://www.networkworld.com/article/2226464/microsoft-subnet/microsoft-exchange-calendaring-problems---a-current-perspective--mar-2014-.html?page=1
5, Description of common scenarios in which Calendar information may be removed from the Calendar or may be inaccurate: https://support.microsoft.com/en-us/kb/899704
IPhone Tips for Calendar, Contacts, Email and Reminders:
Turn off iCloud on iPhone (and in Outlook) for Calendar, Contact, Mail and Reminders sync to iCloud. This can be a security breach for your organization and can allow iCloud to change the data inappropriately as recent updates have.
If items are missing on the phone, but are in your Outlook, set to sync all calendar appointments. There are similar settings for Androids located HERE
6. Calendar Tip: Archive your Calendar so there isn't so much in there and older versions of Outlook items are not considered in syncing and to maintain data integrity. Use the internal Archiving facility of Outlook or move Calendar appointments easily in list view.
How to Clean Mailbox:
The following tips taken from the WEB which seem like good practices and have been slightly modified:
Microsoft Outlook is a powerful calendaring and scheduling tool. This document covers best practices, do and don’ts and tips when utilizing Outlook calendar functions to avoid problems and work optimally.
OUTLOOK MEETING REQUESTS: ESSENTIAL DO’S AND DON’TS
1. Make a choice – When a meeting request shows in your Inbox make a choice right away for each request by selecting either Accept, Tentative or Decline. By making a choice, you keep the meeting organizer apprised of your decision and you prevent the meetings that you want to attend from being accidentally deleted. If you need to attend a meeting but can't at the time it is scheduled, you can propose a new time for the meeting. Try not to delete a meeting request outright because this is one way that meetings get "lost."
NOTE: When viewing or responding from a smartphone - Some smartphones may experience calendaring issues when accepting invites. To avoid any potential issue, it is recommended that you accept invites from your inbox on your computer.
2. Process meeting requests in order in which they come into the inbox (oldest first). If you do not process meeting requests that are related to the same meeting in the order that they are received, you may not receive any updates to the meeting.
3. Keep meetings from vanishing - If you run Outlook on two computers or a mobile device and accept a meeting while using one of them, don't delete the meeting request from the Inbox on the other computer. If the request is still there, accept it again. Deleting a request on one computer/device after accepting it on another computer/device can cause the meeting to disappear from your calendar.
4. Process meeting requests and updates from the Inbox - Always accept or decline a meeting request from your Inbox. Yes, Outlook allows you to accept or decline a meeting from its time slot on your calendar, but that can leave the meeting request in your Inbox. If you delete the request from your Inbox it could cause the meeting to disappear. Also, leaving the meeting request in your Inbox might confuse you later and definitely leaves any delegates you appointed wondering about whether the meeting was accepted.
Soon after a meeting request arrives in your Inbox, a piece of Outlook code - nicknamed the "sniffer" - automatically adds the meeting to your calendar and marks it as tentative. This is a fail-safe to keep you from missing the meeting in case you don't see the request in your Inbox. However, the sniffer doesn't reply to the meeting organizer. You still need to do that by accepting, accepting as tentative, or declining the request.
NOTE: Mobile Device users: There are some bugs when accepting a meeting from some mobile devices. The meetings are not syncing consistently. It is recommended when possible to respond to meeting invites from your inbox on your computer.
5. Send updates - After modifying one of your own meeting requests, remember to click the Send Update button to send the updated request to all recipients.
• Cancel a single meeting - Need to cancel a meeting? Notify the people you invited by deleting the meeting from your calendar, select Send cancellation and delete meeting, and then send the cancellation to everyone you invited.
• Cancel recurring meeting - If you, as the meeting organizer, are ending a recurring series of meetings, open the meeting on your calendar, set a new end date, and then send an update. This keeps the past meetings on everyone’s calendars, but future occurrences after the end date are removed.
• Change meeting organizers - If a recurring meeting is changing to a new organizer, there is no way to reassign the ownership of the meeting. The original organizer should send an update with a new end date - the past meetings remain on everyone’s calendars, but future occurrences after the end date are removed. The new meeting organizer should send a new meeting invite for meetings in the future.
• Don't move meeting requests - Don't move a meeting request from your Inbox to a different folder before you accept or decline the request or before the meeting appears in your calendar.
BEST PRACTICES – WORKING WITH OUTLOOK CALENDAR
Have all clients work on the same Outlook application version
While it seems that there is not a whole lot of difference sometimes between application versions, it does make a difference in avoiding problems when delegates are on a different application version than the owner or you use two different computers/devices with different versions. It is recommended that owners and delegates be on the same version of the application and if you use more than one computer (work vs. home) or device, be sure that both are using the same application version.
If the recurring appointment was made in a different version of Outlook you will need to recreate the appointment in the current Outlook and specify an end date. See tip above.
Limit the number of delegates who have access to your calendar
Outlook does not have a defined limit for the number of delegates you can add to your mailbox. Although Outlook does not have a defined limit for delegates, other resource limitations will eventually limit the number of delegates you can add to your mailbox. When you reach this limit, you receive the following error message when trying to add a new delegate:
Unable to forward meeting-related messages
To prevent incorrect or missing meeting information, it is recommended you use minimal delegates with Editor Permissions if not just one. Decide whether the delegate or the mailbox owner will process all the meeting requests. If more than one user must have access to your mailbox, carefully consider whether these users have to be delegates. You may want to give the user Review permissions to your folder instead. To give user Reviewer permissions, follow these steps:
1. Right-click the Calendar folder and then select Properties.
2. Select the Permissions tab.
3. Select Add.
4. Select the name of the user who you want to give Reviewer permissions to and select Add. Next, select OK.
5. In the Name box, select the user name and then select the appropriate permission level using the dropdown menu in the Permission Level box.
6. Select the Apply button, then OK.
Schedule end dates on recurring meetings
When scheduling recurring meetings, it is highly recommended a definite end date be used. If a meeting recurs weekly or monthly over 6 months or a year, it is recommended to make the recurrence end date at 3 or 6 months. When a definite end date is used you may prevent issues that may occur if you have to update the meeting several times. When a recurring meeting must be modified often, changing the recurrence end date after the fact can cause those “exceptions” or modifications to be lost.
NOTE: Outlook allows a total of 123 revisions to a recurring meeting, so keep recurring meetings limited to 3 – 6 months maximum.
It is recommended from time to time or when you are seeing discrepancies, to refresh your Outlook windows. Do this by:
1. From the Send/Receive Tab, in the Send & Receive group, select Send Receive All Folders.
2. This will refresh all folders and views for Outlook.
HOW CALENDAR INFORMATION MAY BE REMOVED OR BECOME INACCURATE
There are several known scenarios that may occur in which calendar information may disappear, be removed or be inaccurate when using Outlook or Outlook Web Access. This section describes these scenarios.
Forwarded meetings can lead to inaccurate information in the calendar
I. Forward request as the meeting organizer
The meeting organizer should not forward meeting requests. Consider the following scenario:
1. If as the meeting organizer, you forward a meeting request to a recipient not in the original attendee list.
2. Because the meeting was forwarded and the recipient was not added as an attendee, the recipient does not automatically get added to the attendee list.
3. As meeting organizer, you change the time and send an update to the attendees.
4. The recipient who received the forwarded meeting request does not receive the update.
To include a new meeting attendee in an existing meeting request, the organizer should add the name to the meeting attendee list and send an update to the original meeting.
II. Forward request as a meeting attendee When you forward a meeting (recurring or single-instance) to a new attendee, the new attendee is not added to the original meeting unless the attendee sends a meeting response. All updates to the meeting are not sent to the attendee, resulting in out-of-date information in that attendee's calendar.
Send Update when changing a meeting as the meeting organizer
When meetings you organize are changed, you must click Send Update to make sure the changes are sent to everyone you invited to the meeting.
To send an update, follow these steps:
1. In Outlook, open the meeting you organized.
2. Change the meeting time, date or details.
3. Click Send Update to send an updated meeting request to the invitees notifying them of the changes.
NOTE: 1) After you change a recurring meeting, wait before making other changes to allow for synchronization across all invitees. 2) Outlook allows a total of 123 revisions to a recurring meeting, so keep recurring meetings to 3 – 6 months - or yearly as a recommended maximum. If a group policy was create for recurring appointments, We suggest the maximum of 10 years, 5 years recommended.
Mobile Devices - smartphones:
Here are some great links to turn off the contacts sync to iCloud or Google.
Please make sure the People who are in the Add2Exchange/Add2Outlook sync have the Contacts or Calendar turned off on the iPhones. Refer to tip above.
How to turn off Google Sync on an Android device
Disable iCloud with group policy (GP) as per tip above
Disable iCloud sync for calendars on mobile devices – often this is a breach of security anyway
For recurring items, never allow a no end date and fix this by GP
Suggest putting Birthdays in sub-calendar