Information Technology Services
Information Technology Services

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.
    Types of Permission Privileges Set up
    • Can see calendar details
    • Cannot edit or delete
    • Select Reviewer on the drop down menu for calendar
    • Can see calendar details
    • Can edit/delete items that they've created
    • Cannot edit/delete items other delegates or the owner created
    • Select Author on the drop down menu for calendar
    Editor (receives meeting related emails)
    • Can see calendar details
    • Can edit/delete all items
    • Receives all email invitations or responses for owner
    • Select Editor on the drop down menu for calendar
    • Check "Delegate receives copies of meeting-related messages sent to me
    Editor (doesn't receive meeting related emails)
    • Same as Editor (above) but do not receive email invitations or responses for owner
    • Select Editor on the drop down menu for calendar
    • Uncheck "Delegate receives copies of meeting-related messages sent to me"

    follow the written instructions

    • If you select Editor, you will be able to check the box beside ?Delegate receives meeting invites"
    • Check "Send permission summary"
    • 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
  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.
    • NOTE: This only applies to delegates for whom you have assigned as a editor receiving meeting-related messages for you. It will not affect your reviewer or author delegates.

    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