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Outlook Calendar Sync: Best Practices and Missing Appointments

Recurring appointments without an end dates can cause issues for system administrators and other professionals scheduling regular meetings. There are a few reasons you should use end dates. If the appointments without an end date are no longer applicable for an individual, that person cannot remove oneself from the appointment. If someone leaves the organization, their recurring appointments without an end date are a hassle for administrators to delete. Outlook does allow administrators to require end dates by modifying the  Administrative Template. This is an excellent place to start when troubleshooting Calendar Sync issues.

These appointments will only sync with your EIOBoard for the first few meetings. This issue is a known limitation in the Outlook Calendar API. The only way to ensure the calendar events appear requires one to add an end date. The exact duration between infinitely scheduled appointments will impact the performance of the system. My professional opinion is to set an end date for any recurring meeting an average of 3 months or 90 days. These numbers are arbitrary in the sense that any user could set meetings for 80 days or 100 days between the start and end date for any appointments. To reschedule the appointment or have a good idea when one should reschedule the appointment in the future, requires the forethought to remind oneself when to set the appointment again. In the back of one’s mind, the most memorable times are the beginning or end of the calendar month or fiscal quarter. The most organized professionals among us will schedule their appointments for the next week on a Friday for the following week or the next quarter at the end of the month.

 

For Outlook 2013 and later versions:

Under User Configuration, expand Administrative Templates, expand your version of Microsoft Outlook, expand Outlook Options, expand Preferences, expand Calendar Options, and then select Recurring item configuration.

Additional Resources:

https://support.microsoft.com/en-us/help/2548319/how-to-control-outlook-recurrence-patterns-using-group-policy

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