Questions
- Why do calendar appointments disappear or not sync correctly in Outlook?
- How can I prevent calendar problems when using Outlook on multiple devices?
- What are best practices for managing a shared calendar with a delegate?
- Why are my recurring meetings causing problems in Outlook?
- How should I respond to meeting requests to avoid calendar issues?
- What is the safest way to reschedule a meeting in Outlook?
- How can I avoid calendar sync issues between my iPhone and Outlook?
Environment
This article applies to all current Bowdoin faculty and staff who use Microsoft Outlook for calendar management, particularly those using shared calendars or delegate access.
- Applies to: Outlook for Windows, Outlook for Mac, Outlook Online (browser), and Outlook for iOS/iPadOS
- Especially relevant for: Administrative assistants managing shared calendars, and anyone who has experienced calendar sync issues across devices
Resolution
The following best practices are compiled from Microsoft documentation and common experience to help minimize calendar issues in Outlook.
General best practices
- Keep devices and apps up to date. Make sure all devices that sync a calendar are running the latest OS and app versions. Apple and Microsoft release updates that fix calendar-related issues. Contact the Service Desk if you need help updating your device or software.
- Keep versions consistent across devices. If a calendar is managed from multiple computers, each should be running the same version of Outlook. Version mismatches between devices can cause appointments to disappear or fail to sync.
- Designate one active delegate. Only one person should manage all calendar events at a time. Having multiple people create or modify the same events simultaneously can confuse Microsoft 365, resulting in appointments that disappear or cannot be modified. It is fine to have multiple people with view access, but pick one person to manage changes.
- Do not delete meeting requests from your inbox. Even after responding to a meeting, keep the original request in your inbox. Outlook removes it automatically after you respond. If you delete it manually, Outlook may remove the meeting from your calendar as well. Others who received the same request can safely delete it after it shows as accepted or declined.
- To change an entire meeting series, cancel the original and create a new one. To change a single instance, cancel just that occurrence and create a replacement. A corrupted recurring meeting will remain problematic until all occurrences are deleted and recreated.
Scheduling and responding to meetings
- Always set an end date on recurring meetings you organize. The risk of a calendar item becoming corrupt increases each time it is modified. Set recurring meetings to end no more than 6 months out, then recreate them. This limits the accumulation of risk over time.
- Do not cancel a recurring meeting series to remove future occurrences. Canceling a series deletes all instances — including past ones — from everyone's calendar, removing historical records. Instead, change the end date to the day after your last planned meeting. This removes only future occurrences.
- Send meeting requests to individuals, not distribution groups. Sending to a group address and then individually adding or removing an attendee who was already part of that group can cause the meeting to disappear from that person's calendar.
- Always send updates when you change a meeting you organized. If you make changes without sending an update, only your own calendar reflects the change. Attendees will not know.
- Do not drag and drop meetings to reschedule them. Dragging a meeting on the calendar does not always trigger an update notification to attendees. Open the meeting and edit the time, then send an update.
- Respond to all meeting requests. Responding updates the organizer's tracking and ensures accurate attendance planning.
- Respond to meeting requests from your inbox, not from the calendar. Right-clicking a meeting in the calendar and responding does not always remove the original request from your inbox. If you then delete the inbox request, Outlook may remove the meeting from your calendar.
- Do not forward meeting invitations to add new attendees. A forwarded invitation does not add the person to the organizer's original attendee list, so they will not receive updates or cancellations. Ask the organizer to add the person and send an update.
Alternative email and calendar clients
Many users who have experienced calendar sync issues on iPhone or iPad have resolved them by switching to Outlook for iOS rather than Apple's built-in Mail and Calendar apps. Outlook for iOS is Bowdoin's recommended email and calendar client on all mobile devices.
Additional Help
If you need further assistance, you have several options:
- Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
- Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
- In person: Visit the Tech Hub in Smith Union during business hours.
- Submit a ticket: Request assistance through the Service Catalog.