Use Outlook Calendar's Delegate Access

You can give someone delegate access to your personal Outlook calendar so they can schedule meetings and accept/decline meeting invites on your behalf.  For example, an administrative assistant may be given delegate access to their department manager's calendar to help manage meetings and appointments.

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• How to Add Delegate Access to Your Personal UWSP Calendar.
• How to Access a Delegated Calendar.
• How to Manage a Delegated Calendar.
• View All Responses to a Meeting Invite.
• How to Remove Delegate Access. You should remove delegate access if your delegate has moved to a different position on campus or another UW institution.

Add Delegate Access to Your Personal UWSP Calendar

1. On your Outlook Desktop app Menu select the File tab.
2. At the right under Account Information click Account Settings....
3. Select Delegate Access.
   
4. Click Add..., then add your delegate from the Add Users box.
   
5. In the Delegate Permissions box, accept the default Calendar settings (Calendar is set to "Editor").
6. Change Tasks setting to None.
7. Place a check next to, "Automatically send a message to delegate summarizing these permissions".
   
8. Click OK.
9. Click OK again to close the Delegates box.

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Access a Delegated Calendar

After you have received delegate access to a calendar you should add the calendar to your Outlook Calendar list.

1. On your Outlook Desktop app Menu select the File tab.
2. At the left select Open & Export.
3. At the right, select Other User's Folder.
   
4. In the Open Other User's Folder box click Name... and search for the folder owner or type in their username.
5. Select Calendar.
   
6. Click OK.
7. Go to your Outlook Calendar. The delegated calendar should display at the left in the Shared Calendars list.
8. Place a check next to the delegated calendar to open it next to your personal calendar at the right.

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Manage a Delegated Calendar

After you have added the delegated calendar to your calendar's Shared Calendars list you can send and accept/decline meeting invites "on  behalf of" the calendar's owner.

1. If you have not already done so, place a check next to the delegated calendar in the Shared Calendars list.
2. On the right, click to select the delegated calendar's title bar displaying the owner's name.  This puts the focus on the delegated calendar.
   
3. Create and send a meeting invite for the calendar owner.

What to expect:

• When creating a meeting invite, the delegate creating the invite will display in the From field.
• The person who receives the meeting invite will see that the delegate sender has sent the meeting invite "on behalf of" the calendar's owner.
• The delegate sender will receive a copy of the meeting invite.

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View All Responses to a Meeting Invite

1. Open your Outlook Calendar and view the delegated calendar.
2. On the delegated calendar, double-click the meeting invite to open.
3. On the meeting invite ribbon, click the Tracking tab to see all attendee responses.

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Remove Delegate Access

If a delegate moves to a different position on campus or to a different UW institution, their delegate calendar access should be removed.

1. On your Outlook Desktop app Menu select the File tab.
2. At the right under Account Information click Account Settings....
3. Select Delegate Access.
4. In the Delegates box, select the delegate's name.
5. At the right click Remove.

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Contact the IT Service Desk with additional questions!