Calendar delegation in Outlook on the web for business

You can use Outlook on the web for business to give someone in your organization permission to manage your calendar. You can give them Edit access, which lets them edit your calendar, or Delegate access, which lets them not only edit your calendar, but also schedule and respond to meetings on your behalf.

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Assign a calendar editor or delegate

You can give anyone within your organization editor or delegate access to your calendar. Editors can be assigned to your primary calendar (named "Calendar") or to any additional calendars that you created. Delegates can only be assigned to your primary calendar. You can't give editor or delegate access to people outside your organization.

  1. At the top of the page, select the app launcher Select the app launcher , and select Calendar.

  2. On the navigation bar, select Share > Calendar.

    A screenshot of the Share button in the menu bar.

  3. In the Share this calendar dialog, type the name or email address of the person with whom you want to share your calendar. This box works just like the To box in an email message. While you can share your calendar to more than one person, you can only add one person at a time from Outlook on the web.

    A screenshot of the Share this calendar dialog.

  4. After you’ve added the person whom you want to manage your calendar, select the drop-down box next to their name, and select the level of access you want them to have.

    • Select Can edit to give them permission to make changes to your calendar.

    • Select Delegate to give them the same permission as an editor, plus be able to send and respond to meeting requests on your behalf.

    • The options Can view when I'm busy, Can view titles and locations, and Can view all details, allow others only to view your calendar, not make changes to it.

  5. After you’ve finished adding the person with whom you want to share your calendar and have chosen which permission to share with him or her, select Share. If you decide not to share your calendar right now, select Remove The Remove icon. .

    A screenshot of the Share this calendar dialog.

The person you shared your calendar with will receive an email message telling them about it. When they select the Accept button in the invitation, it will add your calendar to their list of calendars.

A screenshot of a shared calendar invitation.

Notes: 

  • Calendar items marked Private are protected. Most people you share your calendar with see only the time of items marked Private, not the subject, location, or other details. The exception to this is that you can give a delegate permission to see the details of items marked Private.

  • A screenshot of the Let delegate view private events check box.

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Set meeting request and response options

Once you've given someone delegate access to your calendar, you'll see an additional option under Share this calendar that lets you control how meeting requests and responses are processed. If you have multiple delegates, this option will apply for all of your delegates.

To set these options:

  1. At the top of the page, select the app launcher Select the app launcher , and select Calendar.

  2. On the navigation bar, select Share > Calendar.

    A screenshot of the Share button in the menu bar.

  3. Under Delegates, next to Send invitations and responses to, select one of the following options:

    A screenshot of the 'Share this calendar' dialog.

    • Delegate only. Send me notifications. 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. You can still respond to the meeting by opening the calendar item and responding.

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

    • 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.

  4. Select Done to save your changes.

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Let delegates see details of private items

You can use the settings in the Share this calendar dialog to give delegates permission to see the details of items that have been marked as private.

  1. At the top of the page, select the app launcher Select the app launcher , and select Calendar.

  2. On the navigation bar, select Share > Calendar.

    A screenshot of the Share button in the menu bar.

  3. Next to the delegate you want to give permission to see private appointments, select the check box for Let delegate view private events.

    A screenshot of the Let delegate view private events check box.

  4. Select Done to save your changes.

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Stop sharing a calendar with an editor or delegate

If you would like to stop sharing your calendar with someone, use Outlook on the web to remove his or her permissions.

  1. At the top of the page, select the app launcher Select the app launcher , and select Calendar.

  2. At the top of the page, select Share, and choose the calendar you want to stop sharing.

    A screenshot of the Share button in the menu bar.

    By default, your primary calendar is called "Calendar". If you created other calendars, you can select one of them instead. You cannot remove sharing permissions from calendars owned by other people.

  3. Choose the person with whom you want to stop sharing your calendar and select Remove The Remove icon. .

    A screenshot of the Share this calendar dialog.

    The person is now removed from the list of people with access to your calendar. If the person is inside your organization, your calendar will be removed from his or her list of calendars. If the person is outside your organization, his or her copy of your calendar is not removed but will no longer sync to your calendar or receive updates.

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