How To: Manage Another Person's Calendar in Outlook

Microsoft Outlook is a platform that incorporates a number of functions for ease of access. This article provides basic information about managing someone else's calendar using Microsoft Outlook.

Audience

This article is intended for all staff, faculty and students using Microsoft Outlook

Platform

Microsoft Outlook 

Administrator Instructions, Setting Editor Access

Setting Editor Access for the Collaborator, (Windows)

  1. Open the Calendar view. Right-click the administrator's primary calendar
  2. Click Properties and the Permissions tab.
  3. Click Add and enter the name of the person you want to share your calendar with. If necessary, click Go.
  4. Select the user and click Add. Click OK.
  5. With the person's name highlighted, choose the appropriate permission level. Select Editor as the level most similar to an Oracle Calendar “designate”. (See the Permissions list for a description of the permission levels). Click OK.
  6. Next, create a new folder called Meeting Messages
  7. Go to the Mail view, right-click the name of your administrator's account in the left pane and click New Folder. Name it Meeting Messages. This folder will be used in later steps.

Setting Editor Access for the Collaborator, (Mac)

  1. Open the Calendar view. Right-click or control-click the administrator's primary calendar.
  2. Click Sharing Permissions and Add User.
  3. In the Find field, type the name of the person you want to share your calendar with. If necessary, click Find
  4. Select the user and click OK
  5. With the person's name highlighted, choose the appropriate permission level. Select Editor as the level most similar to an Oracle Calendar “designate”. (See the Permissions list for a description of the permission levels). Click OK.

Administrator Instructions, Creating Email Filter Rules

A key element of Outlook is the integration between calendar and email. Email messages related to meeting invitations and responses can clutter the mailbox. Because they are a special type of message, meeting-related messages can’t simply be deleted. However, they can be filtered to another folder using an Inbox Rule. The following steps provide instructions for creating Inbox rules that will benefit both the administrator and the collaborator.

Note that these rules are optional and only need to be set up if the administrator does not want to handle the emails related to meeting requests and responses.

Creating Email Rules Through Outlook Web App

These rules should be created in OWA so that no matter what device you check your email from, the rules will always be applied

  1. Log into apps.ithaca.edu and click the Email/Office 365 tile
  2. Create a new email folder called "Meeting Messages"
  3. Click on Settings (the gear icon, top right)
  4. In the Search box type "rules" then click Inbox rules below the Search field
  5. Click the + sign to create a new rule
  6. Type a name for the rule
  7. In the drop-down list under When the message arrives, click It's > Of the type
  8. From the Message type list, click Invitation and click OK
  9. Under Do all of the following, click Move, copy or delete and then Move the message to folder
  10. Click the folder you created earlier ("Meeting Messages") and click OK
  11. Click OK (top of screen) to save your new rule
  12. Repeat the process to set up a second rule, this time clicking Event Response as the type. Meeting requests and responses will now be filtered into this folder, without cluttering your inbox

A few other rules can be created that will help the collaborator manage meeting responses. These rules will alert the collaborator when someone declines your meeting request, accepts it tentatively, or proposes a new time.

  1. Click on New, then click the More Options button at the bottom of the screen
  2. In the drop-down list under When the message arrives, click It's > Of the type
  3. From the Message type list, click Meeting Request and click OK
  4. Click Add Condition
  5. In the drop-down list under and, click It includes these words in the subject
  6. Type Declined, click the green plus sign
  7. Type Tentative, click the green plus sign
  8. Type New Time Proposed, click the green plus sign, click OK
  9. Under Do the following, click Forward, redirect, or send, then click Forward the message to
  10. Enter the name of your ... and click the search (magnifier) icon
  11. Make sure the collaborator's name is highlighted under Display Name and click Add, then click OK
  12. Click Save

Administrator Instructions, Delete Messages About Forwarded Meetings

If the collaborator is set up as an editor rather than a delegate, by default, you will receive an email notification when the collaborator creates a meeting on your calendar and invites other people. To turn off these notifications do the following

  1. Log into myHome and click the Outlook Web App button in the left menu
  2. Click on Options (top right) and click Options > See all options
  3. Click Settings in the left menu
  4. Click the Calendar icon
  5. Under Automatic Processing, check the box for Delete Notifications about forwarded messages

Collaborator Instructions

As an assistant who has been given Editor access to an administrator’s calendar, you can now add that calendar to your own Outlook interface for managing and viewing the administrator's calendar.

Opening and Working with a Shared Calendar (Windows)

  1. Open the Calendar view, click the Folder tab, click Open Calendar > Open Shared Calendar
  2. Type in your administrator’s name and click OK. If multiple matches are found, select your administrator’s name from the list. If necessary, click the Name button to search for your administrator’s name.
  3. Your manager’s calendar will appear in your navigation pane under Shared Calendars
  4. You can now view you administrator’s calendar, as well as add and modify items on it.

Opening and Working with a Shared Calendar (Mac)

  1. Open the Calendar view, click the Home tab, click Open Calendar
  2. Type in your administrator’s name and click OK. If multiple matches are found, select your administrator’s name from the list
  3. If you get a message that “Outlook was redirected to the server…” click Allow
  4. Your administrator’s calendar will appear in your navigation pane under Shared Calendars
  5. You can now view you administrator’s calendar, as well as add and modify items

Setting Up Delegate Access

An administrator can give the collaborator Delegate Access to his/her account. This can include both calendar and email access, with very granular permission options. When using Delegate Access, the administrator should only use their calendar for viewing, and leave all calendar management functions to the delegate. With this option, the administrator can route all meeting-related email messages to the assistant without having to create any Inbox Rules. However, the collaborator may need to create Inbox rules to separate his/her meeting-related messages from the administrator’s. Remember, both the administrator and the delegate need to be on the same platform (both Mac or both Windows) and using the same version of Outlook.

Administrator Instructions for Giving Delegate Access

Setting Delegate Access for the Collaborator (Windows)

  1. Click the File tab
  2. Click Account Settings > Delegate Access
  3. Click Add, then type the name of the person you want to give Delegate Access to. Click Go
  4. Select the user and click Add. Click OK
  5. Select the permissions you want your delegate to have. If you are unsure, accept all of the default settings (these settings can be modified at any time). Click OK.
  6. If you do not want to receive any meeting-related notifications, check the radio button for My Delegates only at the bottom of the window. Click OK.
  7. The collaborator can use the instructions above for Opening and Working With a Shared Calendar

Setting Delegate Access for the Collaborator (Mac)

  1. Click the Outlook menu
  2. Click Preferences
  3. Click Accounts
  4. Click the Advanced button
  5. Click the Delegates tab
  6. Click the plus sign under “Delegates who can act on my behalf:”
  7. Type in the delegates name and click Find
  8. Highlight the delegates name and click OK
  9. Either accept the default permissions or change them as needed, then click OK
  10. Make a selection from the “Send my meeting-related messages to:” menu. Click OK
  11. Close the Accounts windows
  12. The assistant can use the instructions above for Opening and Working With a Shared Calendar

Permissions

By default, others can only see free/busy times. When proposing a meeting and using the Scheduling Assistant, everyone can see blocks of time when you are busy, but cannot see other details, such as subject, location, participants, notes, or attachments. You can grant additional permissions to others to see your calendar. Here are the other options available:

  • None: Person has no access; for calendar, person cannot see your free/busy times in the Scheduling Assistant
  • Free/Busy Time (calendar only): Person can see blocks of "busy" time on calendar, but cannot see any details; this is the default setting for everyone at Ithaca College
  • Free/Busy Time, Subject, Location (calendar only): Person can see time, subject, and location of items on calendar, but cannot see other details, such as participants, notes, or attachments
  • Contributor: Person can create new items but cannot see any of the contents of the folder. (The folder's owner will be able to see them.)
  • Reviewer: Person can read items in the folder, but cannot create, edit, or delete items.
  • Non-Editing Author: Person can create and read items, but not edit them. Person can delete items they've created, but cannot delete items created by the owner or other people
  • Author: Person can create and read items. Person can edit and delete items they've created, but not items created by the owner or other people
  • Publishing Author: Same as Author, plus person can create new sub-folders
  • Editor: Person can create, read, edit, and delete all items, regardless of who created them
  • Publishing Editor: Same as Editor, plus person can create new sub-folders
  • Owner: Person has supreme executive power over the folder, as if it was their own
  • Delegates act "on behalf of" another person. If delegate access has been granted, all email associated with meetings will go to the delegate. This level of access should only be used if someone is completely managing the calendar of someone else

Details

Article ID: 143
Created
Thu 9/7/17 4:43 PM
Modified
Mon 9/23/19 4:34 PM