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Adding a Delegate to your Calendar in Outlook
under the Exchange Server

 

Outlook allows you to share your calendar with another individual who may be responsible for managing appointments for you.  Once your department has been added to the Exchange Server, you can set these options up.

 
Setting Up a Delegate
  1. Open Outlook

 
  1. Click on your Calendar Under Outlook Today to activate the appropriate menus.
  2. From the menu,
    select Tools > Options

 

 

  1. In the Options window:

 

  1. Select the Delegates tab
  2. Click the Add... button.

 

 
  1. In the Add Users window:

 

  1. Select the Global
    Address List from the
    drop-down menu.
  2. In the Name box,
    select     the individual
  3. Click Add
  4. Click OK.

 

 

  1. Set permissions in the Delegate Permissions window.

 

  1. Under Calendar select the permission you desire:
  • None
  • Reviewer (can read items)
  • Author (can read and create items)
  • Editor (can read, create, and modify items)

To ask someone to manage your appointments, you will  need to use Editor permission.

  1. Check Delegate receives copies of meeting-related messages sent to me to facilitate your delegate's handling of your calendar.
  2. If you use the Tasks list, you may wish to include permissions to this area also.

  1. Check Automatically send a message to delegate summarizing these permissions so that the individual is informed.
  2. If you wish your delegate to see your private items, check the box.
  3. Click OK.
  1. In the Options window:
  • Click OK.
  • Use this window to Remove a delegate or to modify the Permissions you have granted.
 		  

 
  1. Your delegate will receive the following message via email:

This message was sent automatically by Microsoft Outlook to inform you that you have been designated as a delegate. You can now send messages on my behalf.

You have been given the following permissions on my folders:

Calendar: Editor (can read, create, and modify items)
Tasks: Editor (can read, create, and modify items)
Inbox: None
Contacts: None
Notes: None
Journal: None

To open folders for which you have permissions, point to Open on the File menu, and then click Other User's Folder. You must be running Microsoft Outlook to do this.

You will also be receiving copies of meeting requests sent to me and will be able to respond to them on my behalf.

 

 

Opening a Calendar as a Delegate
 
  1. Open Outlook
    2.
  1. From the menu,
    select File > Op    en >
  2. Other User's Folder...

 

  1. In the Open Other User's Folder window:
  1. Select the appropriate folder from the drop down list, in this case, Calendar
  2. Click Name to select individual.

 

 
  1. In the Select Name box,
  1. Select the Global Address List
  2. Select the individual
  3. Click OK
  4. Click OK in the Open Folder box
  5. Note that the individual's folder opens in a new window.
  6. Make appointments, send email as needed.
  7. Close the window, to return to your view        

 

 

  1. After the first time, you can quickly open the individual's calendar by selecting:
File > Open > select user's name and folder

 

Maintained by:   Academic Computing Support
 		 Last updated: August 08, 2003
 
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