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Sharing and managing your calendar

Calendar Sharing

With the Delegate Access feature, one person can use his or her own copy of Outlook to easily manage another person's calendar. There are two ways to work with another person's Microsoft Outlook folders folder sharing and Delegate Access.

  • Folder sharing enables another person to access one of your folders, perhaps while you are on vacation. However, it does not include permissions for one to act on behalf of the other. For example, a person who can access your folders cannot respond to meeting requests for you.
  • Delegate Access is an Outlook feature that allows one person to act on behalf of another Outlook user. The most common scenario in which this feature is used is a manager and his or her assistant. The assistant might be responsible for maintaining the manager's schedule, including creating and responding to meeting requests. Some assistants might also monitor a manager's Inbox.

Share your calendars

Your calendars can be viewed only by others to whom you have granted permissions. To share your calendar with another Exchange user:

  1. On the Home tab, in the Share group, click Share Calendar.
    Share Calendar

    In the Sharing Invitation that appears, enter the person who you want to share with in the To box.

  2. Enter or select any other options that you want, just as if you were sending an email message.

The recipient sees an email notification that you have shared your calendar.

If you want to share a calendar that you created that is not your default Calendar, in the Navigation Pane, right-click the calendar name, and then click Share calendar name.
Share Calendar

After you access a shared Calendar for the first time, the Calendar is added to the Shared Calendars list in the Navigation Pane, where you can access it the next time that you want to view it.

Allow someone else to manage your calendar

Microsoft Outlook allows another person, known as a delegate, to receive and respond to meeting requests and responses on your behalf. You can also grant additional permissions that allow your delegate to read, create, or have more control over your items.

About Delegate Access

Beyond merely sharing Outlook folders, Delegate Access enables you to grant additional permissions, such as allowing a delegate the ability to respond to meeting requests on your behalf.

As the person granting permission, you determine the level of access that the delegate has to your folders. You can grant a delegate permission to read items in your folders or to read, create, change, and delete items. By default, when you add a delegate, the delegate has full access to your Calendar and Tasks folders. The delegate can also respond to meeting requests on your behalf.

Turn on Delegate Access

A delegate automatically receives Send on Behalf permissions. By default, the delegate can read only the meeting requests and responses sent to the manager. The delegate does not have access to read any other messages in your Inbox.

  1. Click the File tab.
  2. Click Account Settings, and then click Delegate Access.
  3. Click Add.
  4. Type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list.

    The delegate must be a person in your organization's Exchange Global Address List.

  5. Click Add, and then click OK.
  6. In the Delegate Permissions dialog box, you can accept the default permission settings or select custom access levels for Exchange folders.

    If a delegate needs permission to work only with meeting requests and responses, the default permission settings, including Delegate receives copies of meeting-related messages sent to me, are sufficient. You can leave the Inbox permission setting at None. Meeting requests and responses will go directly to the delegate's Inbox.

    By default, the delegate is granted Editor (can read, create, and modify items) permission to your Calendar folder. When the delegate responds to a meeting on your behalf, it is automatically added to your Calendar folder.

  7. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.
  8. If you want, select the Delegate can see my private items check box. This is a global setting that affects all of your Exchange folders, including all Mail, Contacts, Calendar, Tasks, Notes, and Journal folders. You cannot allow access to private items in only one folder.
  9. Click OK.
  10. Next go to your Inbox, right click on your mailbox (username@cs.cmu.edu) and select Folder Permissions.
  11. Click on the Permissions tab.
  12. Click the Add button
  13. Search for the name of your delegate.
  14. Click the Add button, click OK.
  15. Under the Permissions Other section, check Folder visible.
  16. Click OK.

    Please note this setting will not allow your delegate to see or read your email unless you have explicitly granted them this access.

Messages sent with Send on Behalf permissions include both the delegate's and manager's names next to From. When a message is sent with Send As permissions, only the manager's name appears.

Change permissions for your delegate

  1. Click the File tab.
  2. Click Account Settings, and then click Delegate Access.
  3. Click the name of the delegate for whom you want to change permissions, and then click Permissions.

    Permissions

    • Editor - Can read, crate and modify items
    • Author Can read, and create items
    • Reviewer Can read items

    If you want to remove all Delegate Access permissions, do not click Permissions but instead click Remove and skip the remainder of these steps.

  4. Change the permissions for any Outlook folder that the delegate has access to.
  5. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.

If you want copies of meeting requests and responses that you receive to be sent to a delegate, make sure the delegate is assigned Editor (can read, create, and modify items) permission to your Calendar folder, and then select the Delegate receives copies of meeting-related messages sent to me check box.

Change delegate access to private items

If you have assigned permissions to a delegate so that he or she can access your Outlook folders, you can hide personal information in appointments, meetings, tasks, and contacts. Open each personal item, and on the Calendar Tools tab, in the Tags group, click Private.

If you want to give a delegate access to see your private items, do the following:

  1. Click the File tab.
  2. Click Account Settings, and then click Delegate Access.
  3. Click the name of the delegate for whom you want to change access to your private appointments, and then click Permissions.
  4. Select the Delegate can see my private items check box.

You should not rely on the Private feature to prevent other people from accessing the details of your appointments, contacts, or tasks. To make sure that other people cannot read the items that you marked as private, do not grant them Reviewer (can read items) permission to your Calendar, Contacts, or Tasks folder.

Manage someone else's Calendar

Open another person's folders

  1. Click the File tab.
  2. Click Open.
  3. Click Other User's Folder.
  4. In the Name box, enter the name of the person who granted you Sharing or Delegate Access permissions, or click Name to select from a list.
  5. In the Folder type list, click the folder that you want to open.

Send or respond to meeting requests for another person

To respond to meeting requests

  1. Open the other person's Inbox if his or her meeting requests are not sent to you directly.
  2. Open the meeting request.
  3. Click Accept, Tentative, or Decline.

To send a meeting request

  1. Open the other person's calendar.
  2. On the Home tab, in the New group, click New Meeting.
  3. Enter the attendees, subject, location, and start and end times as you ordinarily do.