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Outlook 2010 - Manage another user's Calendar (acting as Delegate)

Once you have been given Delegate (Editor) access to another user's Calendar (such as your manager), you will be able to manage his or her meeting requests.

See: Allowing another user to manage your Calendar for more details.

Responding to meeting requests your manager has been invited to

When someone invites your manager to a meeting, you will receive a meeting request email in your Inbox. It will look like a regular email, but when you view the message in the reading pane, the Info Bar will read:

Received for <name>.
Please respond.

If there are any conflicts (in your manager's Calendar), this will also be highlighted in the Info Bar with the message:

Conflicts with another appointment.

A snap shot of your manager's Calendar on the date and time of the proposed meeting will appear in the body of the message.

Delegate meeting response options

Accept or decline the meeting on behalf of your manager

You can do so by either clicking on the Accept, Tentative, Decline, Propose New Time options at the top of the message.

See: response options explained for further information.

Alternatively, you can click on the Calendar... button (at the top of the email message) to view the meeting in context with other appointments that may have already been scheduled.

The Calendar will open in a separate window, and from here you can accept/decline the meeting as you would in the usual manner.

See: responding to a meeting request for further help.

What happens when I respond to meeting requests?

Whichever option you choose, you should always send a response (E.g. Accept / Send a response now).

When you do so, the person for whom you are acting as Delegate will see that you have responded on his or her behalf and will know that they do not need to take any action.

In your Inbox, the Info Bar in the meeting request will change to:

Received for <name>.
Accepted by <your name> on <date and time>

In their Inbox:

The message in their Info Bar will change from:

The meeting request has been sent to your delegate(s).
Your delegate has not responded to this meeting.

Info Bar before response

To:

The meeting request has been sent to your delegate(s).
Accepted by <name> on <date and time>.

Info Bar message: meeting request actioned by Delegate

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Page last modified on 19 jan 11 11:25