Calendar delegation in Outlook on the web

You can use Outlook on the web for business to give someone in your organization permission to manage your calendar. You can give them editor 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.

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. In Outlook on the web, select Calendar at the bottom of the page.

  2. At the top of the page, select Share > Calendar.

    A screenshot of the Share button

  3. In the Sharing and permissions page, type the name or email address of the person you want to share your calendar with. Though you can share your calendar with more than one person, you can only add one person at a time from Outlook on the web.

  4. After you’ve added the person you want to manage your calendar, select the drop-down list next to their name, and choose 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 they will receive meeting requests and responses on your behalf.

      Note: When a delegate responds to a meeting invitation on your behalf, you won't see the response on the invitation in your Inbox when using Outlook on the web. Meetings that are accepted or tentatively accepted will appear on your calendar and will show that your delegate accepted them.

    • The options Can view when I'm busy, Can view titles and locations, and Can view all details allow others to view your calendar but not make changes to it. Access for people from outside your organization is limited to these options.

  5. After you’ve finished adding the person you want to share your calendar with and have chosen which permission you want to give them, select Share. If you decide not to share your calendar right now, select Remove Remove.

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.

Note: 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 if you select the Let delegate view private events check box.

In addition to editor and delegate options, which allow other people to edit your calendar, there are options that allow other people to view your calendar, but not edit it or act as a delegate on your behalf.

Note: Access for people from outside your organization is limited to these options.

  1. In Outlook on the web, select Calendar at the bottom of the page.

  2. At the top of the page, select Share > Calendar.

    A screenshot of the Share button

  3. In the Sharing and permissions page, type the name or email address of the person you want to share your calendar with. Though you can share your calendar with more than one person, you can only add one person at a time from Outlook on the web.

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

    • Select Can view when I'm busy to give them permission to see only when you are busy, but not the details of items on your calendar.

    • Select Can view titles and locations to give them permission to see when you're busy, plus the titles and locations of items on your calendar.

    • Select Can view all details to give them permission to see all details of items on your calendar. others to view your calendar but not make changes to it.

  5. After you’ve finished adding the person you want to share your calendar with and have chosen which permission you want to give them, select Share. If you decide not to share your calendar right now, select Remove Remove.

After you've given someone delegate access to your calendar, you'll see an additional option in Sharing and permissions 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. In Outlook on the web, select Calendar at the bottom of the page.

  2. At the top of the page, select Share > Calendar.

    A screenshot of the Share button

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

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

    • Delegate and send me a copy 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.

You can use the settings in the Sharing and permissions dialog to give delegates permission to see the details of items that have been marked as private.

  1. In Outlook on the web, select Calendar at the bottom of the page.

  2. At the top of the page, select Share > Calendar.

    A screenshot of the Share button

  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

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

  1. In Outlook on the web, select Calendar at the bottom of the page.

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

    A screenshot of the Share button

    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. Select Remove Remove next to the person with whom you want to stop sharing your calendar.

    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 their list of calendars. If the person is outside your organization, their copy of your calendar isn't removed but will no longer sync to your calendar or receive updates.

See Also

Share your calendar in Outlook on the web for business

Manage someone else's calendar in Outlook on the web

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