Task: In this increasingly collaborative world, it can be very helpful to allow a colleague greater access to your calendar, helping to manage your time and meetings.
Solution: Use Outlook’s delegation function to allow another person to see your calendar and, depending on the permissions you grant, create and respond to meetings on your behalf. This is different from sharing your calendar with someone. Specifically, if you share your calendar with someone (even if you make that person an editor), he or she will not receive meeting-related emails sent to you. You can allow that person to create meetings on your behalf and make other changes to your calendar, but you are responsible for accepting and declining your own meeting requests. If you want to simply share your calendar with someone, you can click here to learn how (http://helpdesk.illinoisstate.edu/kb/1250/Sharing_your_calendar_in_Outlook_2010/)
How: There are three different of delegate levels:
- Editor – An editor can make changes to your calendar. When you make someone an editor, you can decide to have that person receive meeting-related emails sent to you. An editor can create meetings on your behalf, as well as accept and decline meeting requests on your behalf.
- Author – An author can create meetings on your calendar, but cannot make any other changes. An author is less powerful than an editor.
- Reviewer – A reviewer can view your calendar, but cannot make any changes to it. A reviewer has the least permissions.
After you’ve decided which delegation level you want to assign, then follow these steps:
- Open Outlook.
- Click Calendar on the side of the window.
- Do one of the following:
- In Outlook 2007, click Tools > Options…. Then click the Delegates tab.
- In Outlook 2010, click the File tab and click Account Settings > Delegate Access.
- Click Add….
- Search using the last name of the person you want to make your delegate.
- Add the person to the Add box at the bottom of the window. Then click OK.
- Click the Calendar drop-down menu to select a delegate type. The three types of delegates are described above.
- If you select Editor, the box labeled, Delegate receives copies of meeting-related messages sent to me, is checked.
- If you do not want your delegate to receive meeting emails sent to you, remove the check mark from this box.
- If this box is checked, your delegate will be able to easily accept or decline meeting requests on your behalf.
- Click the Tasks drop-down menu and select.
- Put a check mark in the box labeled, Automatically send a message to delegate summarizing these permissions.
- To allow your delegate to see your private calendar items, put a check mark in the box labeled, Delegate can see my private items.
- Click OK.
- Click Apply and then OK.
Your delegate may now open your shared calendar.