UCL INFORMATION SERVICES DIVISION
IT for SLMS
IT for SLMS: Live@UCL – Outlook 2007
– Giving delegate access to your
calendar
1. Document Information
Document Name
Outlook2007-calendar-delegate-access.docx
Service
live@UCL (Calendar)
Author
Kristina Drew
Contributors
Issue Date
01/08/2013
2. Document History
Version
Date
Summary of change
1.0
01/08/2013 Republished with ‘IT for SLMS’ branding
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Contents
1. Document Information ......................................................................................... 1
2. Document History ................................................................................................ 1
3
Introduction .......................................................................................................... 2
4
What’s the difference between delegate access and sharing? ............................ 2
5
4.1
Delegate access to your Calendar ................................................................ 2
4.2
Sharing your Calendar .................................................................................. 3
How to give a delegate access to your calendar.................................................. 3
3 Introduction
These instructions explain how to add a delegate to your calendar in Outlook 2007.
Your delegate will be able to see your Calendar and depending on the permissions
you grant, will be able to create and respond to meetings on your behalf.
There are three type of delegate: Editor, Author and Reviewer
Delegate
Access level
Editor


Author



Reviewer


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
Can create meetings on your behalf
Can accept/decline meetings requests on your behalf
Can create meetings on your calendar, but cannot make any
other changes
Is less powerful than an Editor
Can view your Calendar but cannot make any changes to it
4 What’s the difference between delegate access and
sharing?
The most important difference between delegates and sharing has to do with the
Editor Delegate type.
4.1 Delegate access to your Calendar
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
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you and the delegate receive the email invite. Your delegate can then accept or
decline the meeting on your behalf.
4.2 Sharing your Calendar
If you simply ”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. Depending on
the permissions you give them, 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.
5 How to give a delegate access to your calendar
The following instructions are for setting up a Delegate (Editor) to your Live@UCL
Calendar.
1. In Outlook 2007, from the Tools menu select Options and then click on the
Delegates tab
2. Click on the Add button
3. An Add Users dialogue box will be displayed. From the Global Address List, find
the person to whom you would like to give Delegate access, double click on their
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entry to select them (their name will appear in the Add -> box) and then click on
the OK button
4. The Delegate Permissions window will open
5. The first option you will see is Calendar. Click on the down arrow next to this
option. You will be presented with the three main options described in the table
above: Editor, Author, Reviewer.
(There is also a fourth option None. This means that the Delegate will not be able
to access the Calendar feature of your account.)
Make your selection. If you would like the Delegate to be able to accept and
decline meetings on your behalf, then you must select the Editor option.
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6. Under Calendar, there is also a check box next to Delegate receives copies of
meeting-related messages sent to me. If you have selected the Editor option,
you should place a tick in this box also, enabling the Delegate to be able to
manage your Calendar.
If you do not want your delegate to receive meeting emails sent to you, remove
the check mark from this box.
7. Ensure permissions for other options e.g. Tasks, Inbox etc are set to None
8. At the very bottom of the Delegate Permissions box are two further options:
 Automatically send a message to delegate summarizing these
permissions (recommended so that your delegate has a record)
 Delegate can see my private items (This will allow your Delegate to view
items you have marked as Private. Private items can only be viewed by the
Editor in Outlook, they are not viewable in Outlook Web App (OWA)
regardless of the permission level given).
Place a tick next to one or both of these boxes if you wish.
Click on OK
9. You will be returned to the Options window. You are asked where you would like
delivery meeting requests which are addressed to you and responses to meeting
requests where you are the organizer to be sent. In this example the
recommended option is selected.
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Click on OK
Below is an example of the message the Delegate will receive if you choose to send
a summary message.
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