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Queen's University
 

Help and Support

Setting up a Delegate in Outlook 2010


This tutorial teaches you how to delegate your calendar to someone else in Outlook 2010 using the Delegate Wizard.

 


Best Practices for Using Delegates in Exchange

 

Have as few delegates as possible, preferably none. While delegates can be very helpful, they dramatically increase the probability of missed appointments, duplicated meetings, unseen invitations, and conflicting attendance responses.

 

Delegates are most appropriate for individuals who need an assistant to completely manage their calendars for them. If this is not your situation, remove any delegates you have assigned!

 

Have only one delegate at a time.  We do not recommend that one person have multiple delegates. If for some reason this is necessary, agree in advance who will be the primary delegate.  

 

One person can serve as a delegate for multiple people.  

 

It works best for the calendar owner to allow his/her delegate to manage their calendar totally, such that s/he never responds to meeting invitations and always allows the delegate to do so on his/her behalf. The calendar owner and the delegate must therefore decide who will process all meeting requests, because the calendar owner and his/her delegate can accidentally override one another.

 

Both you and your delegate should be running the same version of Outlook on the same platform (either Mac or Windows). For manager/assistant relationships, it is highly recommended that the same version of operating system and mail program are used by both people (e.g., both using Windows and the same version of Outlook—preferably 2010—or both using Macs and Outlook 2011).

 


Assigning Delegates

  1. To access the Delegate Wizard click File to open the Backstage View
    • Choose the Info page
    • Click Account Settings
    • Select Delegate Access from the dropdown
    this image shows you how to access the delegate wizard
  2. The Delegates Wizard will open
    • Click Add
    this image shows you how to add delegates
  3. The Add Users (Address Book) screen  will open
    • Enter or search for the email address or name of the person you wish to share your calendar with.
    • Double-click their name, it should appear in the Add-> field
    • Click the OK button
    this image shows you how to add a delegate from the GAL
  4. The Delegate Permissions screen will open. From the Calendar drop down menu select the permissions you want your delegate to have.
    • Reviewer – the person can read everything related to an appointment (except a private one).
    • Author – the person can see appointment details, create appointments, edit appointments they created, and delete appointments they created.
    • Editor – the person can create items, edit all appointments, delete any appointment, and see the full details of all appointments. These are the permissions required to act as a Delegate.
    this image shows you which permission presets are available for delegates
    • If you select Editor, you will be able to check the box beside “Delegate receives copies of meeting-related messages sent to me”.
    • If you check the box beside “Automatically send a message to delegate summarizing these permissions”, an email will be sent to your delegate itemizing the permissions.
    • If you want, select the “Delegate can see my private items” check box. If you choose this option your delegate will be able to see appointments or meetings your have marked as private.
    • Click OK
    this image shows you the other options available if you choose editor
  5. The Delegates screen will reappear.
    • At the bottom of the screen you have a choice of how you would like to handle meeting requests and responses.
    • Choosing My delegates only, but send a copy of meeting requests and responses to me (recommended) allows your delegate to manage your calendar, but you receive copies so you know what is happening.
    • Choose one and click OK
    this image shows the options for how you want to handle meeting requests

    NOTE: If you choose My delegates and me you could run into collisions and unexpected behavior if both you and your delegate accept or decline a meeting, have different responses, respond at the same time etc.


Removing Delegates

  1. Follow steps 1. and 2. above to navigate to your list of delegates.
  2. Click the delegate you wish to remove and click Remove.
  3. Click OK 

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