UCL INFORMATION SERVICES DIVISION
IT for SLMS
IT for SLMS: Live@UCL – Outlook 2007 Manage another user’s Calendar (acting
as Delegate)
1. Document Information
Document Name
Outlook2007-calendar-act-as-delegate.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
Responding to meeting requests to which your manager has been invited ......... 2
5
Accept or decline the meeting on behalf of your manager ................................... 3
6
What happens when I respond to meeting requests? .......................................... 3
6.1
In your Deleted Items folder: ......................................................................... 3
6.2
In your manager’s Inbox: ............................................................................... 4
3 Introduction
Once you have been given Delegate (Editor) access to another user’s Calendar
(such as your manager), you will be able to manager his or her meeting requests.
4 Responding to meeting requests to which your manager
has been invited
When someone invites your manager to a meeting, you will receive a meeting
request email in your Inbox. It will look like a regular email, but when you view the
message in the reading pane, the Info Bar will read:
Received for <name>.
Please respond.
If there are any conflicts (in your manager's Calendar), this will also be highlighted in
the Info Bar with the message:
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Conflicts with another appointment.
5 Accept or decline the meeting on behalf of your manager
You can do so by either clicking on the Accept, Tentative, Decline, Propose New
Time options at the top of the message.
Please see document “Responding to a meeting request” for information about each
of these responses.
Alternatively, you can click on the Calendar... button (at the top of the email
message) to view the meeting in context with other appointments that may have
already been scheduled.
The Calendar will open in a separate window, and from here you can accept/decline
the meeting as you would in the usual manner.
6 What happens when I respond to meeting requests?
Whichever option you choose, you should always send a response (e.g. Accept,
Decline etc).
When you do so, the person for whom you are acting as Delegate will see that you
have responded on his or her behalf and will know that they do not need to take any
action.
By default, once you have sent the response, the meeting request email is moved to
your Deleted Items folder.
Tip! To retain meeting request emails in your Inbox: Tools > Options > Email
Options... > Advanced Email Options > uncheck Delete meeting request from
Inbox when responding
6.1 In your Deleted Items folder:
Assuming you accepted the meeting request, the message in Info Bar in
the meeting request will have changed to:
Received for <name of manager>.
Accepted by <your name> on <date and time>
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6.2 In your manager’s Inbox:
The message in their Info Bar will have changed from:
The meeting request has been sent to your delegate(s).
Your delegate has not responded to this meeting.
To:
Accepted by <name> on <date and time>.
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