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.
- Open Outlook.
- Click File > Account Settings > Delegate Access
- Click Add.
- Type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list.
- Click Add, and then click OK.
- In the Delegate Permissions dialog box, select the permission for your delegate:
- Calendar - Editor
- Inbox - Editor
- To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.
- Click OK.
- Open Outlook
- On the top menu bar, click Outlook then Settings…
- Click Accounts then click Delegation and Sharing
- Click the + sign
- Search for the person who assigned you delegate access and click Add
- Select the permissions for your delegate
- Inbox - Editor
- Calendar - Editor
- Check the box for “Delegate receives meeting invites”
- Click Ok
- Click Done
- Restart Outlook and the mailbox should appear on the left side menu
Working as a Full Delegate
After someone has granted you full delegate access, use the information below to start working as a delegate.
Open Mail
- Click File > Account Settings > Account Settings
- On the Email tab in the list, select your email address and click Change
- Click More Settings
- On the Advanced tab, under “Open these additional mailboxes”, click Add
- Enter the full email address (first.m.last@dartmouth.edu) of the person who granted you delegate access and click Ok
- Click Apply
- Restart outlook and the mailbox should now appear on the left side menu
Open Calendar
- Open your calendar in Outlook
- Click the + Add button on the top menu bar and select From Address Book…
- Search for the person who shared their calendar with you and click on their name
- Click Ok
- The calendar should now appear as an option in the left side menu
Open Mail
- Open Outlook
- On the top menu bar, click Outlook > Settings…
- Click Accounts > Delegation and Sharing
- Click the Shared With Me tab
- Click the + sign
- Search for the person who assigned you delegate access and click Add
- Click Done
- Restart Outlook and the mailbox should appear on the left side menu
Open Calendar
- In the lower left of the Navigation Pane, click Calendar
- On the Home Tab, click Open Shared Calendar
- Type in the user's name and then click Open
- If you are asked to "allow this server to configure your settings?", Check "Always use my response for this server"
- Click Allow
- Your desired calendar should appear. You may need to select the calendar in the left navigation pane
- Ensure you have opened the mailbox for the individual who granted you delegate access (instructions above).
- Create a new message
- “Other email address” option in the “From” line
Your messages will be marked as “[Your Name] on behalf of [Other Mailbox Name]”.
Calendar Delegate, Editing, or Viewing Access
Calendar delegation, editing, and viewing access should be setup and managed from Outlook web (BWA).
- Open a web browser and go to bwa.dartmouth.edu
- Click the calendar icon on the left side menu to open your calendar
- On the left side menu, hover over the calendar you would like to share and click the ellipsis “…”
- Click Sharing and permissions
- Enter the name or email address of the person you would like to share your calendar with.
- Select the type of access you would like the individual to have
- Can view titles and locations - lets them see when you're busy, as well as the title and location of events.
- Can view all details - lets them see all the details of your events.
- Can edit - lets them edit your calendar.
- Delegate - let’s them edit your calendar, plus they will receive meeting requests and can respond on your behalf.
Outlook for Windows
- Open your calendar in Outlook
- On the Home Tab, in the Manage Calendars group, click + Add Calendar
- Choose From Address Book
- Locate and select the name of the desired calendar in the list
- Click Ok
Outlook for Mac
- In the lower left of the Navigation Pane, click Calendar
- On the Home Tab, click Open Shared Calendar
- Type in the user's name and then click Open
- If you are asked to "allow this server to configure your settings?", Check "Always use my response for this server"
- Click Allow
- Your desired calendar should appear. You may need to select the calendar in the left navigation pane
Outlook Web Access (O365)
- Log into O365.dartmouth.edu and click Calendar.
- Click Add Calendar.
- Select From directory.
- Enter the name of the person's calendar**.**
- Click Open
- The calendar you are opening will be listed in the left hand column under Other Calendars and you can toggle it on or off.
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)