Sharing your Calendar with a delegate in Microsoft Outlook

When using Microsoft Outlook to manage your email, and your mailbox service for your organisation is hosted in Microsoft 365 Exchange Online or Microsoft Exchange Server, you can delegate parts of your mailbox, such as your Calendar, Inbox, Contacts and Notes, to other users for them to manage on your behalf.

When delegating your Calendar, you can set options that will email the delegate copies of meetings that you are invited to, for them to accept or decline on your behalf.

This article focuses on delegate a Calendar to another user.

Delegating your Calendar to another user

To delegate your Calendar, the mailbox owner will need to perform the following steps:

1. Open Microsoft Outlook, the click File. Within the Info section, click Account Settings, then Delegate Access.
   
   
   
   
2. In the Delegates window, review the information the describes what settings can be performed, then click Add.
   
   
   
   
3. In the Add Users window, find an organisational contact within your company that you would like to provide delegate access to your Calendar, highlight them from the Address Book, click Add, then OK.
   
   
   
   
4. In the Delegate Permissions window, in the Calendar pulldown option, select the permission level that the delegate should have. These are the types of functions that they can perform with items in your calendar.
   
   
   
   If your delegate should be able to manage most aspects of your calendar, appointments, and meeting responses, choose Editor. If they should be able to create and read items, Author. If like a colleague to be able to see your calendar items, choose Reviewer.
   
   
5. Checkmark the Delegate receives copies of meeting-related messages sent to me if you would like your delegate to get copies of meetings you are invited to. They can then accept, decline or propose a different time for meeting invites you get - from within their own mailbox.
   
   This option is typically used in for a PA/EA type delegate role.
   
   Otherwise, leave this check box unticked for the delegate have the ability to open and manage your Calendar without the additional option of receiving copies of meetings you are invited to in their mailbox.
   
   
   
   
6. Checkmark Automatically send a message to delegate summarizing these permissions for the delegate to get an email that informs them they are delegate of your Calendar. This message also contains an easy link to add your Calendar to their Outlook.
   
   
   
   
7. Keep Delegate can see my private items box unchecked. This will prevent delegates from seeing calendar items that you create or mark as private.
   
   
8. Click OK.
   
   
9. Back in the Delegates windows, if you have set Delegate receives copies of meeting-related messages sent to me in step 5, the options under Deliver meeting requests addressed to me and responses to meeting requests where I am the organizer to becomes available.
   
   Select My delegates only, but send a copy of meeting requests and responses to me (recommended) if you would like your delegate to manage all requests sent to your Calendar but like to know what has been sent to you also.
   
   My delegates only for your delegate to manage all requests sent to your Calendar and only want to know the accepting meetings within your Calendar.
   
   My delegates and me for both you and your delegates to be able to accept meetings within your Calendar at any point. This can cause conflicted Calendar updates where both you and your delegate are editing an event at the same time.
    
10. Click OK.

Try it out. Your delegate will be able to view your Calendar and edit the events within it, create new events - if set to receive meeting requests, have them appear in their Outlook to accept or decline.

Note: When adding a new delegate, it may take several minutes for the settings
to update to the Exchange Online or Exchange Server that hosts your mailbox. If 
you reload the Delegate Access option, the changes made may not appear. Wait at 
least 15 minutes to reopen the Delegate Access option to view or modify the 
settings.

Removing a delegate from accessing your Calendar

To remove a delegate from accessing your Calendar, the mailbox owner will need to perform the following steps:

1. Open Microsoft Outlook, the click File. Within the Info section, click Account Settings, then Delegate Access.
   
   
2. In the Delegates window, you will see a list of delegates that have access to various aspects of your mailbox. Click the delegate user you would like to revoke access to your Calendar, then click Remove.
   
   
   
   
3. Click OK.

Your delegate will then lose that ability to view your Calendat and edit the events within it (if they have this permission), create new events and receive meeting requests in their Outlook to accept or decline.