Microsoft recommends using the following best practices when using Outlook; for more information, you can use the featured links.
- Outlook performs best when syncing less than 500 folders across all mailboxes (primary and secondary, etc). When managing more than 500 folders, utilize the Online Archive for storage*.
- Maintain individual folders below 10,000 items each; higher capacity may cause Outlook to respond sluggishly when opening/switching folders.
- Do not give full access permissions to a Mailbox, then additional permissions to a Calendar or other folders; choose one or the other, not both.
- **Permission to add a shared Mailbox is provided by ITS; the Mailbox will appear when permission has been granted.
Microsoft Best Practices for Folders
Microsoft Best Practices for Outlook
Calendar
- Set an end date for Recurring Events.
- Keep Recurrences to less than 100. For daily Meetings, End Date should be within 6 months; weekly Meetings may be set for up to one year.
- Do not cancel recurring Meetings--change the end date.
- Avoid attachments in Meetings, especially recurring ones.
- Do not drag and drop Meetings from one calendar to another; open the original Meeting and invite the person you want to copy.
- Do not forward Meeting requests, as they are not properly tracked and may require the original meeting organizer to open the Meeting and send out an updated list of invitees; to inform someone about a Meeting, simply send them an email with the pertinent information.
- Do not modify Calendar entries using a mobile device, as this has been known to cause inconsistent behavior.
Microsoft Best Practices for Outlook Calendar
*Storage
- Use Online Archive (desktop client) or Inplace Archive (Webmail client) to store messages/folders to reduce Mailbox size (Archive has 1TB capacity).
- Create folders within Archive to aid in organizing and searching for stored items.
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