This section is a comprehensive guide for Outlook/365 Calendar Delegation. Please see the bottom of this guide for meeting related notice definitions.


If you need help after reviewing this guide, send an email to ithelp@isoc.org. Thank you.



Assigning Delegates:



New Outlook (Mac)


  1. Open Outlook
  2. Select Tools | Accounts 
  3. Click the Delegates and Sharing button.
  4. On the "My Delegates" tab, click the + sign
  5. Type the person's name you wish to add, select it and click the Add button.
  6. On the "Add Delegate" screen, select the desired permissions for each of your folders (Calendar, Tasks, Inbox, Contacts, Notes). Choose from the following Permission levels:
  • None — (Delegate has no access to the folder)
  • Reviewer — (Delegate can read items in the folder, but can't make changes)
  • Author — (Delegate can read items and create new items in the folder)
  • Editor — (Delegate has full access to read, create, and modify items in the folder)
    • If you want your delegate to receive copies of your meeting-related notifications (so that the delegate will also be notified of any new meetings and can "Confirm" or "Decline" meetings on your behalf), grant Editor permissions and click the check box Delegate receives meeting invites
    • If you want your delegate to be able to see your private items, click the corresponding check box.
  • Click OK
  • Click the down arrows next to "Send my meeting-related message to" box and select your desired option (Send me notifications, Both my delegate and me, Delegate only, Me only or None)
  • Verify that you have added all of the people you wish to give delegate access to and click on the Done button.
  • Close the Accounts window. 

 


Legacy Outlook (Mac)


  1. Open Outlook
  2. Select Tools | Accounts 
  3. Click the Advanced button.
  4. Click the Delegates tab.
  5. In the "Delegates who can act on my behalf" section, click the + sign
  6. Type the person's name you wish to add, select it and click the Add button.
  7. On the "Delegate Permissions" screen, select the desired permissions for each of your folders (Calendar, Tasks, Inbox, Contacts, Notes). Choose from the following Permission levels:
  • None — (Delegate has no access to the folder)
  • Reviewer — (Delegate can read items in the folder, but can't make changes)
  • Author — (Delegate can read items and create new items in the folder)
  • Editor — (Delegate has full access to read, create, and modify items in the folder)
    • If you want your delegate to receive copies of your meeting-related notifications (so that the delegate will also be notified of any new meetings and can "Confirm" or "Decline" meetings on your behalf), grant Editor permissions.
    • Click the down arrow next to Send my meeting-related messages to: and select the desired option (My delegates and me, My delegates only but send me a copy, My delegates only)
    • If you want your delegate to be able to see your private items, click the corresponding check box.
  • Click OK
  • Verify that you have added all of the people you wish to give delegate access to and click on the Done button
  • Close the Accounts window. 

 

 

Outlook on the Web ("OWA")

 

  1. Login to OWA 
  2. Click Outlook
  3. Click Calendar
  4. Right click on your personal calendar
  5. Select Sharing and permissions
  6. Type the user's name you wish to give access and select it
  7. Click the down arrow next to "can view all details" and select Delegate
  8. Click the box next to "Let delegate view private events" if you wish for the delegate to see private items
  9. Click Share.  The Delegates box will display
  10. Click the down arrow in the "Send invitations and responses to" box and select the desired option (Delegate only, Delegate and send me a copy, or Both my delegate and me)
  11. Click the X to close the window

 

 

 

 

 

Working as a Delegate:


 

Using OWA



  1. Login to Office 365 OWA
  2. Open your Calendar
  3. Click Add Calendar
  4. Click Add from directory
  5. Type the user's name or email address and click Add
  6. In the "Add to" field, click the down arrow and select where to add the calendar (e.g., People's calendars)
  7. Click Add  The user's calendar is now added to your list of calendars
  8. Click the X to close the window



New Outlook (Mac)



  1. Open Outlook
  2. Select File | Open | Shared Calendar
  3. Type the user's name and select it, then click Open  The calendar will open and appear overlayed with your personal calendar in a different color.  It will also appear in your calendar list under Shared Calendars.



Old Outlook (Mac)



  1. Open Outlook
  2. Select Tools | Accounts 
  3. Click the Advanced button.
  4. Click the Delegates tab.
  5. In the "Open these additional mailboxes" section, click the + sign
  6. Type the person's name you wish to add, select it and click the Add button.
  7. Click OK to save changes.

 



Sending Meeting related notice options:

 

Delegate only - Meeting requests and responses go only to your delegates.


Delegate and send me a copy (Outlook Mac and OWA)- Meeting requests and responses are sent to you and your delegates. Only your delegates see the option to accept or decline a meeting request, and the notification sent to you will appear like a normal email message. You can still respond to the meeting by opening the calendar item and responding.


Both my delegate and me - Meeting requests and responses are sent both to you and your delegates. Either of you can respond to the meeting invitation.


Me only (Outlook Mac) - Meeting requests and responses are sent to you


None (Outlook Mac) - Meeting requests and responses are not sent