Have you found yourself, as a VA or PA, being asked to manage the diary or calendar of your client, director or colleague? Many of you may well have even been asked to manage the calendar of several people at the same time.

Now, if you don’t manage this properly, it can be messy! You don’t want to put your client/boss’s appointments and meetings into your own calendar, otherwise, it would become overloaded and difficult to read – and of course then your client or boss wouldn’t be able to see their appointments. So you need to see their calendar as well as yours; that way you can ensure you don’t double book appointments or move a meeting when you shouldn’t – after all, it’s your reputation at stake as well as theirs!

So, what’s the best way to do this in Outlook?

The best way is to become a delegate for the client/manager(s). Being a delegate for someone means you are delegated to perform the tasks that they give you permission for, in this case to manage their Calendar, though you can of course also have delegate permission to manage the manager’s Inbox.

In order to be a delegate, you will need to have an account at the manager’s organisation with the same email suffix – such as tomorrowsva.com.

Let’s say that shelley@tomorrowsva is the manager, and you want to set up Veronica@tomorrowsva.com as a delegate for Shelley.

To give Veronica Delegate Access, you need to start from Shelley’s (the manager) account.

  1. Click the File Menu
  2. Click Account Settings
  3. Choose Delegate Access

Click Add on the next screen to select the person from your Address List.

Once you click OK you will be asked to confirm what you would like the delegate to do. Set the required permission level for each area of Outlook.

It’s a good idea to send the delegate an email summary of their new permissions so they know they have been made a delegate and what they have permission to do.

If you don’t tick the “Delegate can see my private items” box, the delegate will not be able to see any items on the calendar that have been marked private.

The last item to set is who gets meeting requests, and here there are three options.

  • My delegates only but send a copy of meeting requests and responses to me (recommended) – this means that the delegate will accept or reject etc., but you will still see the meeting requests.
  • My delegates only – you don’t get to see the meeting requests
  • My delegates and me – both the delegate and the manager get the meeting requests and either one can respond.

Now Veronica is a delegate and can open Shelley’s calendar in her Outlook account. She can see and create meeting requests for Shelley.

To open Shelley’s calendar

Click on File then select Open & Export and Other User’s Folder

 

Type in the name of the person whose calendar you wish to open:

The other calendar will open alongside Veronica’s and is also added to the list of shared calendars on the left.

Overlay the calendars

To see the calendars together simply click the little arrow top left of the second (or third …) calendar and the calendars will be shown one over the other.

The appointments in each calendar will show in a different colour so that you can distinguish between them.

I’ve always found that having the two (or three …) calendars nicely side by side on the screen makes it easy to schedule appointments and accept or reject meeting invitations, but don’t forget that if you don’t want to see one of the calendars at any time, you can simply tick it off on the left-hand side of the Calendar screen – and tick it back on when you need to see it again.

To learn more about Microsoft
Outlook and see more mind-blowing shortcuts, head over to the Course Directory and check out Microsoft Outlook Email – Take Back Control of your Inbox for Windows or
Microsoft Outlook Email for Mac – take back control of your Inbox for Mac users.

Or take a look at the HUB and have access to ALL my courses including any new ones that are added. Always the best value.

The session was well structured and the explanation was very clear. It was amazing how Shelley managed to squeeze so much info in just one hour and a half! Colin’s support and contributions were also very valuable, and so were “Virtual Veronica”‘s. Thank you for a most interesting and useful training session at the Miss Jones Virtual Summit!

Laura Carizzo- Royal Norwegian Embassy in Argentina

I haven’t used PowerPoint in 20 years, this has really boosted my confidence.

Lyn Parker

Course is packed with so much valuable information in a easy-to-understand and follow language, even for a complete beginner. I can respect the fact that sometimes it’s very hard for an expert to break the information down to basics. but Shelley has done it brilliantly. I was sure that I knew quite a bit but Shelley has proven me wrong even at the very beginning of the basics of PowerPoint. Lessons are short and precise which allowed me to easily transfer the new skill into practice without being overwhelmed and to carry on adding on more with each lesson. I had so many ‘Aha!’ moments and for most of them I couldn’t believe I used to pay graphic designer to do it for me, now, thanks to Shelley, I am looking forward to creating, designing, converting my presentations all by myself!

Iva Freeman – Vertex Human Capital

Shelley was very thorough and knew a lot of tip’s for using Teams, thank you 🙂

James O’Connor – Cavannah Homes

Very informative, constantly getting everyone in the meeting involved, loved every bit of it!

Dylan Teal Hopkins – Cavannah Homes
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