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Outlook 2010 - Allowing another user to manage your calendar (Delegate access)

In Outlook 2010, you can set up Delegate Access to your Calendar allowing people you choose to see, edit, or send items on your behalf including creating and responding to meeting requests.

There are basically three types of delegates:

Editor

Create, read, modify and delete your Calendar items.

When you make someone an Editor, you can also decide to have that person receive meeting related emails that are sent to you. An Editor can create meetings on your behalf and can also accept and decline meeting requests on your behalf.

If you wish, you can also allow a Delegate with Editor access to view items that you have marked as Private. (Private items can only be viewed by the Editor in Outlook 2010, they are not viewable in OWA regardless of the permission level given.)

Author

Create and read your Calendar items.

An Author can create new meetings in your Calendar but is unable to modify existing Calendar items or make any other changes.

An Author is less powerful than an Editor.

If you wish, you can also allow a Delegate with Author access to view items that you have marked as Private. (Private items can only be viewed by the Author in Outlook 2010, they are not viewable in OWA regardless of the permission level given.)

Reviewer

Read items only.

A reviewer can view your Calendar but cannot make any changes to it.

If you wish, you can also allow a Delegate with Reviewer access to view items that you have marked as Private. (Private items can only be viewed by the Reviewer in Outlook 2010, they are not viewable in OWA regardless of the permission level given.)

To add a delegate

1. Click on Calendar in the Navigation Pane.

2. Click on the File tab, and the Account Settings button (under Account Information).

3. From the drop-down list, select Delegate Access.

Delegate access button

4. In the Delegates window, click on the Add button.

Add Delegate button

5. The Global Address List will open. Find the person to whom you would like to give Delegate access, double-click to select them and click on the OK button.

6. The Delegate Permissions window will open. The first option you will see is Calendar. Click on the down arrow next to this option. You will be presented with the three main options described in the table above: Editor, Author, Reviewer.

(There is also a fourth option "none". This means that the Delegate will not be able to access the Calendar feature of your account.)

7. Make your selection. If you would like the Delegate to be able to accept and decline meetings on your behalf, then you must select the Editor option.

Under Calendar, there is also a check box next to Delegate receives copies of meeting-related messages sent to me. If you have selected the Editor option, you should place a tick in this box also, enabling the Delegate to be able to manage your Calendar.

If you do not want your delegate to receive meeting emails sent to you, remove the check mark from this box.

Delegate permissions window

8. At the very bottom of the Delegate Permissions box are two further options:

  • Automatically send a message to delegate summarizing these permissions
  • Delegate can see my private items

Place a tick next to one or both of these boxes if you wish. Below is an example of the message the Delegate will receive if you choose to send a summary message.

Example of Delegate access summary email


9. Click OK to the Delegate Permissions box and the Delegates window.

The Delegate will now have access to your Calendar.

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Page last modified on 28 oct 10 10:13