How to manage permissions in a shared calendar

Question or Issue:

How do I set up permissions in a calendar that I want to share with a colleague?

Overview:

You may set up your Outlook calendar so that another person, known as a delegate, can send, receive and respond to meeting requests on your behalf. As the person granting permission, you determine the level of access that the delegate has in your calendar.

Delegate permission levels:

• Reviewer - With this permission, the delegate can view items on your calendar.
• Author - With this permission, the delegate can view and create items, and change and delete items that he or she creates. For example, a delegate can create a meeting request and then send it on your behalf.
• Editor - With this permission, the delegate can do everything that an Author has permission to do and additionally can change and delete any items that you created.

Instructions for Windows computers:

To add a delegate to an Outlook calendar

To change permissions for a delegate

To remove a delegate from an Outlook calendar

To add a delegate to an Outlook calendar

1. Click the File tab.

2. Click Account Settings, and then click Delegate Access.

3. Click Add.

4. 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.

5. Click Add, and then click OK.

6. In the Delegate Permissions dialog box, accept the default permission settings or select custom access levels for Exchange folders.

By default, the delegate is granted Editor (can read, create, and modify items) permission to your Calendar folder. When the delegate responds to a meeting on your behalf, it is automatically added to your Calendar folder.

7. 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.

8. If you want, select the Delegate can see my private items check box.

9. Click OK.

To change permissions for a delegate

1. Click the File tab.

2. Click Account Settings, and then click Delegate Access.

3. Click the name of the delegate for whom you want to change permissions, and then click Permissions.

4. Change the permissions for any Outlook folder that the delegate has access to.

5. 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.

To remove a delegate from an Outlook calendar

1. Click the File tab.

2. Click Account Settings, and then click Delegate Access.

3. Click the name of the delegate for whom you want to end access to the calendar, and then click Remove.

4. Click OK.

Instructions for MacOS computers:

The following instructions apply to Outlook 2016 for Mac. If you need assistance setting up permissions in an earlier version of Outlook, please contac the Service Desk at x. 3030 for assistance.

To Add a Delegate to an Outlook Calendar

To Change or Remove a Delegate from an Outlook Calendar

To Add a Delegate to an Outlook Calendar

1. Within Outlook click the Calendar icon in the bottom left of the window
2. Click on the Calendar to share so that it is highlighted in bold blue
3. In toolbar at the top of the window click on Calendar Permissions
4. Click on Add User, type in the person's name and click Find.  Then double-click to add.
5. Set the desired permissions
6. Click OK.

To Change or Remove a Delegate from an Outlook Calendar

Follow steps 1-3 above to arrive at the window to Remove a person or change their level  of permissions.