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Exchange 2010 with Outlook 2010 and Outlook 2011 calendar issues

Posted on 2011-03-11
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Last Modified: 2012-08-13
I have several executive people running Outlook 2010. A few assistants have new Macbook Pro computers running Office 2011. With Outlook 2007 or 2010, these administrative assistants can place calendar appointments on the executives calendars without having to send them a invite that they have to click accept on. It seems like with the Outlook 2011, which I thought was supposed to be more friendly with Exchange server, I am supposed to have similar function to Outlook 2010. I see many of the issues with that existed with Entourage from Office 2008 and Office 2004.



Steps to recreate problem.

Outlook 2011 needs to be running on a Macbook or MB Pro machine.
You must be connected to a Exchange 2010 server.


You should share out a calendar from Outlook 2010 to the user running on Outlook 2011.

When the user running Outlook 2011 goes to create a calendar appointment for the user running Outlook 2010, the appointment should not require the ok from the Executive to place it on the Executive's calendar.

When the user running Outlook 2011 goes to create a calendar meeting for the executive the exec should not have to ok the meeting with a e-mail request.


With Outlook for Windows, the client can place appointments on the executive's calendar with no issues, no need for the ok from the exec to put it on there, no e-mail for the executive to click ok on, it just works.


The solution should have the same outcome.

When the user with outlook 2011 creates a meeting or a calendar appointment for the executive running outlook for windows, either a autoscheduler or a auto-accept agent should automatically accept the appointment from the administrative assistant.

Either a rule, or a script should allow this.
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Question by:PatrickDoman
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20 Comments
 
LVL 11

Expert Comment

by:Plantwiz
ID: 35114484
So your executive isn't able to share his/her calendar with an assistant?  

I dont' have Outlook on a mac to test this but I've done it for clients who had Outlook 2003, 2007 and 2010.

Perhaps this will assist?
http://www.cit.cornell.edu/services/group/howto/sharegroup-outlook-2011.cfm

Give them editing or authoring rights and that should be it.
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Author Comment

by:PatrickDoman
ID: 35114490
The executive can share the calendar. The problem is when the admin assistant sends a meeting or appointment, the exec must ok it via a meeting request.

If I use Outlook 2010, I can add a appointment or meeting to the exec calendar with no issue or interaction from him.
Outlook 2011 requires that the exec click accept to the meeting or scheduled appointment.
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LVL 11

Expert Comment

by:Plantwiz
ID: 35114562
Right-o


Ok, I'll poke around and see what I can turn up.  I think 2011 can be trialed, so I'll look for a MAC and see about downloading to test it out as well as some work arounds.  In the meaning, I'll dig a little..
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LVL 11

Expert Comment

by:Plantwiz
ID: 35114580
Is the assistant sending the meeting as the executive?
Or simply scheduling and adding the exec as an invitee?

Here is an option to prevent the request replies:
http://office.microsoft.com/en-us/outlook-help/outlook-meeting-requests-essential-dos-and-donts-HA001127678.aspx
(and the specific about the reply)
http://office.microsoft.com/en-us/outlook-help/prevent-meeting-request-replies-HP001077169.aspx?CTT=5&origin=HA001127678


And this is from the same article on delegates:
http://office.microsoft.com/en-us/outlook-help/outlook-meeting-requests-essential-dos-and-donts-HA001127678.aspx
Don't auto-accept requests     If you have granted one or more persons delegate access to your calendar or if you have delegate access to someone else's calendar, turn off automatic acceptance of meeting requests. By turning off automatic acceptance you avoid problems with delegate workflow.
the link from this FAQ
http://office.microsoft.com/en-us/outlook-help/automatically-process-meeting-requests-HP005243222.aspx?CTT=5&origin=HA001127678
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LVL 11

Expert Comment

by:Plantwiz
ID: 35114582
sorry...
that's 2003 and I couldn't stop it before I hit send...

hang on though..
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LVL 11

Expert Comment

by:Plantwiz
ID: 35114597
http://office.microsoft.com/en-us/outlook-help/manage-another-person-s-mail-and-calendar-items-HA010075092.aspx

http://office.microsoft.com/en-us/outlook-help/allow-someone-else-to-manage-your-mail-and-calendar-HA010075081.aspx

I like some of the options in the first link a little better, but until I can get this downloaded I am unable to confirm what the default settings may be on 2011 vs the 2010 or 2007 versions on WIndows.

It does sound like something with the permission levels the delegate has and perhaps they don't have full editor rights or might have something with the [ ] delegate can see my private items.  

I'll look for a mac and see about getting a trial copy.
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Author Comment

by:PatrickDoman
ID: 35114681
Yes, these are for windows. I need Mac
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LVL 11

Expert Comment

by:Plantwiz
ID: 35116112
@ Patrick,

I understand you need Mac, but the settings should be similar and until I can gain access to a mac, thought you might find it helpful.  I suspect that it might be a single setting like the privacy setting that would need to be enabled under advanced properties during setup.  I'm simple not at a place where I can recreate it.

Here is a tutorial of such for Office 2011:
http://wiki.eits.uga.edu/help/index.php/Setting_Up_Delegates_(Outlook_2011)
or direct:
http://www.youtube.com/watch?v=c01ppcqNjqw

http://www.youtube.com/watch?v=3IPM_oublZY

http://www.youtube.com/watch?v=TOaX8Hnb-7E


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LVL 11

Expert Comment

by:Plantwiz
ID: 35127417
@Patrick,

I'm continuing to work on obtaining a MAC to test this out.  Both units I have access to are check out so I was unable to install Outlook to test this on over the weekend.  As soon as one of the units is returned I can do this.

How did you make out with the links provided?

I've also found several complaints with Outlook 2011 from users.  Without being able to test these complaints myself, I don't know if it is people who simply do not understand how to use the software, or people who like to complain or if the problems are real.  Based on the comments, I am leaning toward the complaints being real.   Which makes me wonder if the problems others are complaining of and the problem you are experiening with Outlook 2011 is from rushing the product to market.  These issues may clear at the next major update?  Just difficult to say.

Depending on how much of an inconvenience the problem is, would you consider using VMWare (or Parallels) and gonig back to Outlook 2010 with Windows?  (This is an expensive solution, but if the problem takes away from productivity and the users are attached to their MACs it would keep them all running).

When the delegate has the executive calendar open and sets the appointment, does the delegate also have rights to the executive's mail?  Are they able to accept the request rather than having the executive accept?
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LVL 11

Expert Comment

by:Plantwiz
ID: 35127545
Do you delegates have permissions based on a folder?  Or the whole account?

http://www.lynda.com/Outlook-2011-tutorials/outlook-for-mac-2011-essential-training/Delegating-and-sharing-public-folders/75653-4.html

And do you have MORE than one delegate for each executive? (or any executive if so, see:
Ytsejamer1 -> RE: Meeting invite disappears - lots of delegates, (14.Feb.2011 2:11:22 PM)
http://forums.msexchange.org/m_1800544851/printable.htm



http://www.officeformac.com/ms/ProductForums/Outlook/646

and the feedback form:
http://www.microsoft.com/mac/product-feedback

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Author Comment

by:PatrickDoman
ID: 35408333
I thnk overall this is just how the Mac version of the office product is going to function.


When the user has their Outlook 2010 for Windows open and they make a appointment entry on the executive's calendar they don't have to ok the appointment via accepting it.

When the user has their Outlook 2011 for Mac open, they create a appointment entry on the executive's calendar, the exec has to click on Accept to the notice they receive from the user requesting they ok a meeting request.
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Author Comment

by:PatrickDoman
ID: 35408337
The customer has just had me forward thier mail to Google Apps hosted mail.
So now, they are using the shared calendar features of that.
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LVL 11

Expert Comment

by:Plantwiz
ID: 35409714
@Patrick,

Well, Google Apps works nicely.  I have several clients using this simply for the convenience of integrating several different devices.

Thanks for the update.

Is your client happy?
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Author Comment

by:PatrickDoman
ID: 35501874
They haven't indicated whether or not they like it yet. I think things are forwarding ok. I believe its fine. They aren't including me on the solution any longer.
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LVL 11

Expert Comment

by:Plantwiz
ID: 35502200
Please review.  I believe I offered valid assistance with the troubleshooting, the OP was able to guide his/her customer to a solution as indicated with "we agreed that the solution the customer came up with worked better".  It is completely ok that they have devised a solution, but it would seem my comments help them to get to their solution.  Perhaps some partial credit as I did recommend the end user consider another mail client in #35127417 as well as asked several troubleshooting questions that were not answered.
0
 

Accepted Solution

by:
PatrickDoman earned 0 total points
ID: 35765117
The question is not solveable. By the way of development, this is a by design feature that is how Outlook 2011 works. My customer has stopped moving this direction.
They have gone hosted and the way of Google Mail and Calendar.


Please close this by way of deletion.
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