University Computer Help Desk

Adding a delegate to your calendar in Outlook 2011

Add a delegate to your Exchange calendar to allow another person to view and manage your calendar for you.

Before You Begin

These instructions explain how to add a delegate to your calendar in Outlook 2011. To add a delegate to your calendar in Outlook 2007, or 2010, see the article 1253: Adding a delegate to your calendar in Outlook 2007 and Outlook 2010. Your delegate can see your calendar and, depending on the permissions you grant, can create and respond to meetings on your behalf.

You can also give your delegate permissions to your Exchange Inbox, address book contacts, tasks, notes, and journal. However, details on those delegate permissions are not covered here.

There are three types of delegates:

  • Editor- An editor can make changes to your calendar. When you make someone an editor, you can decide to have that person receive meeting-related emails sent to you. An editor can create meetings on your behalf; an editor can also accept and decline meeting requests on your behalf.
  • Author - An author can create meetings on your calendar, but cannot make any other changes. An author is less powerful than an editor.
  • Reviewer - A reviewer can view your calendar, but cannot make any changes to it. A reviewer has the least permissions.

What's the difference between delegates and sharing?

The most important difference between delegates and sharing has to do with the Editor delegate type.

If you make someone an editor delegate, you can make that person receive meeting-related emails sent to you. When someone invites you to a meeting, both you and your delegate receive the email invite. Your delegate can then accept or decline the meeting on your behalf.

If you share your calendar with someone (even if you make that person an editor), he or she will not receive meeting-related emails sent to you. You can allow that person to create meetings on your behalf and make other changes to your calendar, but you are responsible for accepting and declining your own meeting requests.

If you want to share your calendar with someone, but do not want to make them a delegate, refer to 1250: Sharing your calendar in Outlook 2007 and Outlook 2010.

Add a Delegate

To add a delegate in 2011 do the following:

  1. Open Outlook.
  2. Click Tools > Accounts....
  3. Select the account on which you want to add a delegate, and click Advanced.
  4. Click add (+) under Delegates who can act on my behalf:.
  5. Search for the person you want to make your delegate.
  6. Highlight the person and select OK.
  7. Click the Calendar drop-down menu to select a delegate type. The three types of delegates are described above.
  8. If you select Editor, you have the option to check the box labeled, Delegate receives meeting invites.
    • If this box is checked, your delegate will be able to easily accept or decline meeting requests on your behalf.
  9. Click the Tasks drop-down menu and select None.
  10. Put a check mark in the box labeled Send permissions summary.
  11. To allow your delegate to see your private calendar items, put a check mark in the box labeled, Delegate can see my private items.
  12. Click OK.
  13. Click OK again.

Your delegate may now open your shared calendar.