Manage someone else's calendar in Outlook Web App

With the right permission, you can use Outlook Web App to edit other people's calendars and even send and respond to meeting requests on their behalf.

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Get permission to edit someone's calendar

Before you can edit someone else's calendar, or act as their delegate, they have to give you permission. They can use Calendar delegation in Outlook Web App to learn how.

Add someone else's calendar to your calendar view

If you’ve received an invitation to share someone else’s calendar, select the link in the invitation to add it to your list of calendars.

You can also go to your Calendar to add other people’s calendars to your list of calendars.

  1. Right-click in the navigation pane where you see Other calendars.

  2. Select Open calendar.

  3. To add a calendar that belongs to someone in your organization, enter their name in From directory. This box works just like the To box on a new email message. After you’ve entered the name, select Open to add their calendar.

After you’ve added another calendar, you can select it to add it to or remove it from your calendar view, or use the context menu to rename it, change its color, or delete it from your view.

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Schedule a meeting on someone else's behalf

Once you have delegate access to someone else's calendar and have added it to your calendar list in Outlook Web App, you can schedule meetings on their behalf. It's just like setting up a meeting on your own calendar, but you choose their calendar. The meeting request will show that it's from you on the calendar owner's behalf.

Schedule a meeting as a delegate
  1. Go to the Calendar in Outlook Web App.

  2. Add their calendar to your calendar view.

  3. Click New New event or double-click on the calendar to open a new calendar item form.

  4. In the Calendar field, select their calendar.

    Choose calendar to add event to.

  5. Fill out the rest of the fields as needed.

  6. Send the meeting request.

Tip: Using the Scheduling Assistant can make it much easier to set up a meeting.

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Respond to a meeting on someone else's behalf

If you're a delegate for someone, meeting requests and updates will be sent to you. They'll show up in your Inbox just like any other meeting request, but you'll see a note on the meeting form that tells you who the meeting request is for.

Meeting request with the person received on behalf of highlighted.

Respond to a meeting request
  1. Select Accept, Tentative, or Decline.

  2. Send a response if you want.

  3. The meeting will be added to the owner's calendar. The meeting organizer will see that you responded on the calendar owner's behalf.

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