Delegate Access in Outlook - manage someone else's calendar

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Delegate Access in Outlook – Manage someone else’s calendar

Manage someone else’s calendar

Today’s post is written because of a question I was asked on LinkedIN last week. I thought it would help others if I created a post on the topic.

You know how it is. You are managing your boss or client’s Inbox and/or Calendar. They want you to set up meetings on their behalf and they don’t want the bother of accepting them – they would prefer you to receive the meeting responses. If they set up their own meetings, they still want you to handle the replies.

Now you could of course send the meetings from your own calendar, but then your calendar will be totally clogged up with your boss or client’s meetings.

Much better if you are a delegate which gives you control over what happens in the Inbox/Calendar you manage.

Delegate Access

  1. Click the File Menu
  2. Then select Account Settings
  3. From the drop down choose Delegate Access

Figure 1

You are now prompted to select the person to make into your delegate – click Add to select them form the list

Figure 2

Figure 3

Now tell Outlook what they can do

Figure 4

In this case Lisa can edit my Calendar and My task list but not my Inbox, Contacts, or Notes

Note – the two tick boxes under the permissions.

Automatically send a message to delegate summarizing these permissions – this will let Lisa know that she has been made a delegate and what she can do

Delegate can see my private items – If you make private appointments on your boss or client’s behalf unless this is ticked you will not be able to see them on the calendar as they will be marked private.

Who replies to meeting requests?

Figure 5

Three Options

  1. My delegates only, but send a copy of meeting requests and responses to me (recommended)
  2. My delegates only
  3. My delegates and me

My delegates only – with a copy to me

When the first option is selected, the person who is the delegate receives all meeting requests that are sent to me and replies on my behalf. I get a copy of the meeting request – so it goes in my calendar but my delegate (in this case Lisa) will respond. Here is what it looks like in my Inbox. Note that it says that my delegate has not responded.

Figure 6

In the calendar it looks like this

Figure 7

Note that I can respond if I want to. But I can safely leave it to Lisa to sort it out.

My delegates only

In this case I won’t see the meeting request until Lisa has accepted it and the meeting appears in my calendar.

Here is the meeting request in Lisa’s Inbox- note that is received for Shelley Fishel

Figure 8

My delegates and me

In this case both Lisa and I will receive a fully functional meeting request and either one of us can reply in from the Inbox.

In summary

When you make someone a delegate you are giving them permission to receive and reply to calendar meeting requests. You can also give them the ability to send email on your behalf.

Remember you can decide whether they can see your private items.

Permissions are set from the client/boss

Remember also that permissions are set by the boss or client. The person who wants you to manage their diary or Inbox must give you the required delegate access.

Open other users’ folder

If your boss or client has given you permission to view their Inbox or Calendar via Folder Permissions, then you will be able to open them in your local Outlook desktop app.

Here is how:

File Open & Export – Other users folder

Figure 9

Then type in the email address of the account whose folder you wish to open

Figure 10

Then the other Inbox will open

Figure 11

I can now reply in Lisa’s Inbox and decide if I am replying as Lisa or as myself.

Figure 12

I hope that this has helped with decluttering your or your boss/client folder.

Let me know what you think of this and if it has changed the way you work.

About the Author Shelley Fishel

I will help you be more productive and earn more money as a virtual assistant. As a trainer with 20 years experience, you'll love how you'll get between 4-8 hours a week back when you use Microsoft tools to their fullest potential. I'm also the author of several best-selling books on Microsoft Word, PowerPoint, Excel and Outlook, published at www.bookboon.com . Subscribe and get more productive!

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