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Queen's University
 

Help and Support

Setting up a Delegate in Outlook 2011


This tutorial teaches you how to delegate your calendar to someone else in Outlook 2011 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. On the tool bar, click Tools.
    • Select Accounts...
    click on accounts from tools
  2. The Accounts window will open.
    • Click the Advanced... button 
    click advanced
  3. A dialogue box will open.
    • Select the Delegates tab
    • Click the + button to add a delegate
    click the delegate tab and click the plus button to add a new delegate
  4. The Select User box will open
    • Type in the name of the person you wish to select as your delegate and click Find.
    • Click on their name to select it.
    • Click OK
    search for the delegate you wish to add
  5. The Permissions: [their name] screen will open. Note: This is setting permissions for this person only.
    • This tutorial only covers calendar delegation - in most cases that is all you'll need. Set everything but calendar to None.
    • From the drop down menu select the permissions you want your calendar delegate to have
      • Reviewer : the person can read everything related to an appointment (except a private one) and see folders, but not subfolders.
      • 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).
    • If you select Editor, you will be able to check the box beside “Delegate receives meeting invites"
    • If you check the box beside “Send permission summary”, an email will be sent to your delegate summarizing the permissions you've given them. (recommended)
    • 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
    follow the written instructions
  6. Choose the appropriate option for Send my meeting-related messages to:
    • My Delegates Only, But Send Me a Copy– you will receive copies of meeting invites, but just as notices, your delegates will be responsible for responding to meetings. (Default)
    • My Delegates and Me – both you and your delegates will receive emails regarding meetings, and both of you can respond to them. (This may get confusing, however)
    • My Delegates Only – you don’t get copies of the meeting-related emails at all, however, you will still see the meetings on your calendar. If you pick this option, make sure you check your calendar often for new meetings.
    email options for delegation


Removing Delegates

 

  1. Select Tools from the Toolbar
  2. Click Accounts…
  3. Click Advanced…
  4. Select the Delegates tab 
  5. Click the name of the delegate for whom you want to remove permissions, and then click the minus button
  6. Click OK to close the dialog box

 

 


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