Manage calendars & meetings on a Mac

Delegate calendar management

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Create and assign a delegate in Outlook who can oversee your calendar when you're unavailable.

Select a delegate and set permissions
  1. Select Tools > Accounts.

  2. Select an account and select Advanced.

  3. Select Delegates.

  4. In Delegates who can act on my behalf, select Add ADD to add a delegate.

  5. Search the person you want as your delegate and select the delegate's name from the search results.

  6. Select Add.

  7. In Permissions, set the permission level for the delegate in Tasks, Inbox, Contacts, and Notes.

    Note: If you want your delegate to receive meeting invites, check Delegate receives meeting invites.

  8. Select OK.

  9. Under the Delegates tab, in Delegates who can act on my behalf:

    1. Select Add ADD to add a new delegate

    2. Select Remove Minus to remove a delegate

    3. Double-click the delegate’s name to make changes to an existing delegate’s permissions.

  10. If you are a delegate for somebody, select Add ADD in the People I am a delegate for section, and type the name of that person.

  11. Select Add.

  12. Select OK > X.

    Note: If you get a pop-up box with the message that you are redirected to a server, select Allow to complete the settings.

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Outlook 2016 for Mac Help

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Outlook 2016 for Mac Quick Start Guide

If you're an Exchange or Office 365 user, you may need to create a delegate.

That's somebody that can act on your behalf.

Maybe they need to answer your mail, share your contacts, or create meetings for you.

To select a delegate, click Tools, Accounts, click on your Exchange or Office 365 account, and click Advanced in the bottom right-hand side.

Click on the Delegates tab. This is where you can set people who can act on your behalf.

To add somebody, click the plus sign. You can then search for them in your company directory.

Click the blue Add button and now you can designate special permissions for that user.

You can fine-tune what they can see.

There's three different permission levels.

They can be a reviewer, meaning they can only read your items.

They can be an author, meaning they can read your items and create new items, such as mail messages and calendar appointments.

And then, there's editor access, meaning they can read your items, create your items, and modify existing items.

So, the first thing you need to decide is what level of access they're going to have.

The second thing you need to decide is what level of access they're going to have for each aspect of outlook, such as the calendar, tasks, inbox, contacts, and notes.

So, let's go through and set the permissions.

I want Lesley to be able to completely modify my calendar.

I also want her to receive my meeting invites.

So, I'm gonna make sure there's a checkbox beside Delegate receives meeting invites.

She doesn't need to be able to see my tasks, so I'll set that to None. I'm going to have her being author for my inbox, meaning she can create new messages on my behalf.

I'll set her as an editor for my contacts.

I'll click the blue OK button.

And now, if I need to get in and make changes or add new delegates, I can click the plus sign to add a new delegate, click the minus sign to remove a delegate, and I can double-click to make changes to an existing delegate.

I'll click the Cancel button for now.

Let's suppose that Lesley also wants to make me a delegate for her calendar.

She can go through and set the same permissions on her side, or different ones, if she sees fit, but I need to come down here and tell Outlook that I'm a delegate for Lesley.

So, in the People I'm a delegate for section, I'll click the plus sign, and now I'll type her name again.

I'll click the blue Add button.

And now, I'm listed as a delegate for her.

I'll click the blue OK button. My setting will be applied back to the server.

I can click the red X.

My settings have been saves and, if I get a popup message saying that I'm redirected to a server, I can click the Allow button to allow Outlook to make those changes.

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