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.

Posted in Outlook Windows

One thought on “Delegate Access in Outlook – Manage someone else’s calendar

Leave a Reply

Your email address will not be published. Required fields are marked *

Fantastic and informative training and great to see all of the exciting functions with Microsoft Teams.
Laura Rigby – The Apprenticeship College
Shelley was really clear in her teaching and went at a pace that was helpful to us. We covered all we needed to know to get us started, as a small team, using MS Teams. She was also very helpful in the run up to the session, with check in calls and ensuring our platform was set up correctly. I would highly recommend Shelley to anyone wanting to learn to navigate their way around MS Teams.
Leigh Dowling – Innuous

Microsoft Teams One to One Training Session

Shelley was approachable, easy to work with, and agile with answering questions to apply the session to my specific needs

Melissa Marshall – Present Your Science

A course on Outlook had been on the top of my list when Shelley asked VA’s what they wanted to learn.

It was a real case of ‘so that’s how you do it’ or ‘I never knew that’. I have to say that I learnt so many great tips it has definitely improved the way I work in Outlook and my inbox is looking colourful and organised and I can’t wait to share this knowledge with my clients.

Jacqueline Leake – JLeake VA Services – Outlook

A great course with lots of examples and step by step instructions. I can now confidently create infographics and as a bonus, I learnt a lot of new PowerPoint functionality that will enhance all my PowerPoint work and save me so much time.

Jessica Bailey – Integral Resource

I really like Shelley’s courses. She has a clear and easy to follow teaching style. In ‘How to Create Fillable Forms’ I’ve learned about the functions of the Developer ribbon which will mean I’ll be able to create a bespoke Returns Form for a client who has an online shop

Freya Henderson – Virtual Office Orkney

Shelley was really clear in her teaching and went at a pace that was helpful to us. We covered all we needed to know to get us started, as a small team, using MS Teams. She was also very helpful in the run up to the session, with check in calls and ensuring our platform was set up correctly. I would highly recommend Shelley to anyone wanting to learn to navigate their way around MS Teams.

Sarah Clements – Inuous

Absolutely superb course, easy to follow and to refer back whilst putting it all into practice! I was unaware of the extent you can customise a presentation and it’s just made me want to know more – what’s next Shelley?

Denise Williams

I thought I had a pretty good grasp of Outlook until I did this course! In her videos, Shelley is clear and concise, and the language she uses is straightforward and jargon-free. Each module is broken down into manageable chunks, which helps keep your attention and means the course is easy to fit in around other commitments. I’ve created email templates and implemented rules that are already saving me time, and as all the other things I’ve learnt start to become second nature, the positive impact on my efficiency is fast becoming clear. This course has been incredibly beneficial and I would highly recommend it to anyone looking to strengthen their skills and boost productivity.

Pip Doleman VA

I thought I knew Powerpoint really well, but I wanted to specifically learn how to use Powerpoint to create better infographics, easily and quickly. Shelley explains everything in a very logical and clear way, so I understood everything the first time I heard it. The most useful thing I learnt was that Powerpoint can do so much more than I thought it could. By also using the short cuts that Shelley showed me I am much quicker than I have ever been and I thought I was already quick!

Susan Marot

Shelley Fishel of Tomorrow’s VA has a wealth of experience in Microsoft Office. I met her in person 2 years ago at the PA Show in London. I also saw her in action in a fab workshop and knew she was the whizz that everyone had told me she was. I have since bought a lifetime access to her HUB and all the courses in there are a MUST if you are a VA on a mission. The courses will give you confidence in all the Office 365 components and will catapult you to dizzy heights

Alex Hughes