Up to this point, we have seen the benefits of sharing our calendar with someone else. Appointing someone to be a delegate can further enhance our work flow. As account owner, we can authorize a delegate to receive all copies of our meeting-related messages. Meeting requests and responses will then go directly to the delegate's Inbox.
The following video will show us how to grant another user author or editor permissions so that they can act as our agent.
Description of the video:
Up to this point we've seen the benefits of sharing our calendar with someone but appointing someone as a delegate can even further enhance our workflow.
We can authorize a delegate to receive all copies of our meeting related messages; meeting requests and responses will then go directly to the delegate's Inbox.
Let's see how to use Outlook's delegates feature.
We will add our administrative assistant as a delegate so that she can handle our affairs when we are traveling.
We will need to move to the backstage area to accomplish this, to move to the backstage area on the ribbon click the File tab.
The delegate options are under the Account Settings button, so click the Account Settings button and then click Delegate Access.
In the Delegates dialog box click the Add button to begin adding our delegate.
We see the Global Address list and here we can type the delegate's last name followed by a comma and her first name.
Once we have the correct name highlighted click the Add button and then click OK.
We now see the Delegate Permissions dialog box, here we can assign delegate permissions to various Outlook functions, we are currently only interested in the calendar.
To see the permission levels in the Calendar field, click the drop down arrow next to Calendar.
We want to give our administrative assistant Editor permissions; this will allow her to create, read, and modify events on our calendar.
To choose Editor permissions, from the drop down list click Editor.
To accept these permissions click OK.
We have returned to the Delegate dialog box and our delegate is now listed.
Underneath the delegate listing we see options associated with who will receive meeting requests.
Would we like our delegate to get all of the requests while we get copies?
Would we like the delegate to get the requests while we get nothing?
Or would we like the meeting request to go to both our delegate's inbox as well as ours?
We can make this choice here.
To confirm all of these delegate permissions click OK.
With these permissions set our delegate could fully manage our calendar while we are away.
These settings will continue to be in effect until we remove the delegate or otherwise edit the permissions.
