Video: Assign a delegate to manage your calendar

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If you need someone to act on your behalf in Outlook, such as responding to email or creating and accepting meetings, set a delegate and manage permissions for them.

Note: To use delegation, you and your delegate must have a Microsoft Exchange account.

Select a delegate and set permissions

  1. Select File.

  2. In Info, select Account Settings.

  3. Select Delegate Access from the drop-down list.

  4. In the Delegates box, select Add.

  5. Select a contact name from the Address Book.

  6. Select Add->, and then select OK.

  7. In the Delegate Permissions box, for Calendar, Tasks, Inbox, Contacts, and Notes, select the permission level for the delegate:

    • None – no permissions.

    • Reviewer – can read items.

    • Author – can read and create items.

    • Editor – can read, create, and modify items.

  8. Select the Delegate receives copies of meeting-related messages sent to me checkbox if you want this.

  9. Select the Automatically send a message to delegate summarizing these permissions checkbox to inform the delegate about the access permissions.

  10. Select OK to set the permission levels.

  11. Select the left arrow Back to return to Outlook.

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Allow someone else to manage your mail and calendar

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

That's somebody that can act on your behalf in Outlook.

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

To select a delegate, click the File ribbon tab, make sure you're on the nfo ane, select Account Settings, and choose Delegate Access.

Let's add Leslie Richardson as our delegate, so that she can send items on behalf and create meeting requests.

I'll click the Add button, and from my Address Book, I'll choose Leslie's name.

Click the Add button, and select OK.

Now I need to set the Delegate Permissions for Leslie.

There's three permission levels.

The delegate can Review items, that is read-only, they can become an Author of items, that is in addition to reading items, they can also create items, or they can be an Editor.

They can read, create, and modify items.

For my calendar, I'm going to make Leslie an Editor.

She'll need to be able to modify my calendar if she ever has to reschedule anything.

I also want her to receive copies of meeting-related messages sent to me, so I'll leave this box checked.

I can then go down and decide what permission levels I need to set for items such as Tasks, Inbox, Contacts, and Notes.

I'm going to set Tasks to None, because Leslie doesn't need access to my tasks.

For Inbox, I'll make her an Author, meaning she can read my mail and create new mail on my behalf.

I'll also make her an Author of my Contacts.

I'll leave Notes on None.

I can send Leslie a message letting her know what her permission levels are, and I can also decide if I want to let Leslie see my private items.

I'll leave it unchecked for now.

I'll click the OK button.

Click OK to close out of the dialog. And I can click the arrow in the top lefthand screen to get back to Outlook.

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