Email & Calendar Delegation and Sharing

Want to have someone view your calendar, accept meeting invitations for you, or send email on your behalf? Read about email & calendar delegation and sharing.

Contents

Email and Calendar Sharing/Delegation Options

⭐ The NetID account assigned to an individual is for that person's use only, and each person is solely responsible for the use of their account. Sharing of account passwords is prohibited.

Full Delegate

Use When: I want someone to manage my email and calendar. This includes giving them the ability to:

  • Read emails sent to me
  • Compose and reply to emails on my behalf
  • Receive and accept/decline event invitations for my calendar
  • Create, view, edit, and update events on my calendar
     

Calendar Delegate

Use When: I want someone to manage my calendar and appointments. This includes giving them the ability to:

  • Receive and accept/decline event invitations sent to me
  • Create, view, edit, and update events on my calendar
     

Calendar Editing

Use When: I want someone to help edit and adjust my calendar. This includes giving them the ability to:

  • Create, view, edit, and update events on my calendar
     

Calendar Viewing

Use When: I want someone to see some details on my calendar. This includes giving them the ability to:

  • View the title and location of events on my calendar, or view all the details of events on my calendar
     

Full Delegate Access

Granting full delegate access requires the Microsoft Outlook application on Windows or Mac.

Note: It is best to only have one delegate. Having additional delegates can lead to calendar issues when multiple people are modifying or working with events. If you do have more than one delegate, we recommend assigning a single individual responsibility for responding to meeting invitations.

If you'd like to share out a single folder instead of your entire mailbox, see our article Sharing a Folder in Outlook.

 

Working as a Full Delegate

After someone has granted you full delegate access, use the information below to start working as a delegate.

 

Calendar Delegate, Editing, or Viewing Access

Calendar delegation, editing, and viewing access should be setup and managed from Outlook web (BWA).

Working as a Calendar Delegate

When you have been setup as a calendar delegate for a person, you will receive all the calendar event invitations for that person in your email account. You can then respond to the event invitation on behalf of the person you are a delegate for.


Best Practices

  • It is best to only have one delegate. Having additional delegates can lead to calendar issues when multiple people are modifying or working with events. If you do have more than one delegate, we recommend assigning a single individual responsibility for responding to meeting invitations.
  • If you have a delegate, use him or her. If you have set up a delegate for your account, he or she should process all your meeting requests. Duplicate interactions with a meeting invitation from both you and your delegate can result in various failures of the calendaring software, including lost meetings.
  • A manager and their delegate should all have the same version of Outlook, including software updates.
  • Remove access when people you have shared your mail or calendar with leave the department.
  • Do not auto-accept requests if you have a delegate. If you have granted someone delegate access to your calendar, or if you are a delegate, turn off automatic acceptance of meeting requests.
  • Organization calendar visibility - check that the organization setting is configured correctly. Default is “can view when I’m busy” (which the user may not want)
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Details

Article ID: 153788
Created
Mon 8/21/23 2:15 PM
Modified
Mon 8/21/23 3:32 PM