IT Services

Outlook Allowing another person to

manage your Calendar
You control who can manage your calendar by appointing Delegates.

Delegates access allows another person to receive your calendar requests and let them have the 'send
on behalf of' permission to accept and schedule meetings on your behalf.

Allowing another person to manage your Outlook calendar is a two-step process this document outlines
these steps.

1. The calendar owner must specify who can manage their calendar (grant permissions to delegates).
2. The person who will manage the calendar, must connect to it.

Setting up Delegates

1. Open Outlook
2. Select Tools and then Options. 3. Select the Delegates tab and then click Add.

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4. Add Users opens: Select the individuals you wish
to grant delegate access to
Either type the person’s name or select them
from the global address list and click the Add->
button
5. Back in the Options dialogue box Delegate
tab, highlight the name of the person you’ve
just added and Click Permissions...

(To add more delegates, repeat this step). Also in this Option window you have the option to
have meeting requests and responses sent only to the
Click OK when done.
delegate.

6. Select the appropriate permission level

None: The assigned delegate is unable to

view or modify your calendar.

Reviewer (Can Read Items): The assigned

delegate is allowed to read items on your
calendar.

Author (Can Read And Create Items): The

assigned delegate is allowed to read and
create new items on your calendar.

Editor (Can Read, Create, And Modify Items):

The assigned delegate is allowed to read,
create, and modify items on your calendar.

7. Check Delegate receives copies of meeting related messages sent to me so the delegate also
receives your meeting requests. Finally Click OK and the OK button in the Options window to
exit and finish setting up the delegate permissions.

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Connecting to a Shared Calendar

Once the calendar owner has given you permission to access their calendar you will be able to connect
to it

1. Open Outlook
2. Select Calendar in the Navigation Pane.
3. Click on Open a Shared Calendar…

4. A new window will appear so

that you can enter the name of
the person whose calendar you
wish to open. Type in their
name.

5. Click OK. The person’s shared

calendar will now appear to
the side of your calendar in a
different colour.

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