Best Practices for Preventing Technical Issues with Shared Calendars

The purpose of this article is to list the best practices for using shared calendars in Outlook. 

• General Public

• Vanderbilt University Community

  • Faculty and Staff

  • Undergraduate Students

  • Graduate and Professional Students

• VUIT Internal Knowledge

• A valid Vanderbilt email address

• A shared personal calendar that is managed by more than one user

Shared calendars are essential for team collaboration, but technical issues can lead to missed meetings, double bookings, or syncing errors. By following these best practices, you can help prevent common technical problems and keep your shared calendar running smoothly.

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Mobile Devices are the Greatest Contributor to Issues with Shared Calendars

• Use the Microsoft Outlook app for viewing your Vanderbilt email account on mobile devices

  • Microsoft Outlook on the Apple App Store: Microsoft Outlook

  • Microsoft Outlook on the Google Play Store: Microsoft Outlook

• Avoid using third party mobile mail applications if you share your calendar:

  • Mac Mail, iOS Mail, Gmail, Samsung Email, Motorola Email, HTC Mail, LG Email, Sony Email, etc.

• Use mobile devices in a view-only capacity: Mobile applications are excellent for quickly checking your shared calendar, but they are not always reliable for making changes. To avoid sync errors or incomplete updates, use mobile devices primarily for viewing appointments and events.

• For edits while on-the-go, use a mobile browser and the Outlook Web App (OWA): If you need to modify an appointment while on the go, it’s better to use your mobile browser to access Outlook Web Access (OWA) or another web-based calendar client. These platforms are more reliable for syncing changes across all devices and preventing technical mishaps.

Sync Across Devices Cautiously

Syncing your calendar across multiple devices is convenient, but it can also introduce technical issues such as outdated data, conflicting permissions, or missing updates. To ensure seamless calendar management, follow these best practices:

• Use Microsoft Outlook: 

• Avoid third party email applications on Mac and Windows workstations:

  • Mac Mail, Windows Mail, Thunderbird, Evolution, etc.

• Limit the number of synced devices: Too many devices syncing to the same calendar can lead to discrepancies. Disable syncing on any unnecessary or old devices that may still be connected (e.g., unused smartphones or older computers)​.

• Ensure proper synchronization across platforms: Regularly check that updates made to the calendar are reflected accurately across all devices. A lack of synchronization could indicate underlying technical issues.

Ensure Proper Permission Settings

Misconfigured permissions can lead to confusion and calendar errors. Make sure that:

• Roles are clearly defined: Assign appropriate permissions such as full access for owners and read-only access for those who only need to view the calendar.

• Delegate permissions are set up correctly, especially if someone else is managing your calendar. Incorrect permissions may cause the delegate to appear as the event organizer, leading to conflicts in ownership.

Keep Software Up to Date

Outdated versions of calendar software like Microsoft Outlook can cause syncing problems or missing features. Regularly update both the app and your operating system to avoid compatibility issues. Make sure to:

• Uninstall older versions of Outlook if you're using Microsoft 365 to avoid conflicts between versions​.

• Enable shared calendar improvements in the latest Microsoft 365 application, which can help reduce synchronization errors​.
  • VUIT can assist 

Avoid Duplicates

Duplicates in shared calendars can confuse users and lead to syncing problems. When troubleshooting:

• Remove duplicate calendars from Outlook. Even a single duplicate entry can disrupt the proper synchronization of appointments​.

• Clear persistent appointments that keep reappearing. These can be a sign of corrupted data, so removing and re-adding them to the calendar is often the best fix​.

Test Calendar Updates Regularly

To prevent technical issues from going unnoticed, regularly test the shared calendar’s functionality:

• Create test appointments to ensure they sync correctly across all devices and for all users. If issues persist, adjust or recreate problematic items​.

• Verify updates in all views: Make sure changes to the calendar appear correctly not just in Outlook, but in other platforms like Outlook Web Access (OWA) and mobile application​.