Acting as a Delegate

Microsoft Outlook provides a number of tools that allow you to keep someone else's calendar.   At the simplest level, you can simply be granted access to their Calendar and view and change it as appropriate. At a more complex level, you can also use the Meeting Request feature of Outlook, both setting up meetings for the other person and replying to meeting requests from others.

There is extensive documentation of all of this in the MS Outlook help, but this page is meant to guide you through the standard ways you might use these features.  We have two sections:

Simple Editing of Someone Else's Calendar

The only thing you need to do is to have permissions granted to you on the other person's calendar.  For instructions on how to get this click here.

Originating and Answering Meeting Requests on Behalf of another User

First, you must be granted author rights to the other person's calendar - see the section above on Simple Editing of Someone Else's Calendar.

Now you have to have the other person give you what are called "delegate rights" in Outlook.  Have the other person do the following:

1. On the "Tools" menu select "Options"

2. Click on the "Delegates" tab

3. Click on the "add" button

4. Find your name in the list

5. Click "ok" twice

Simply open the other persons calendar and select a time when you propose to have the meeting and initiate a meeting request.  This request will appear to come from the other person and will go on his/her calendar.

Finally, you should decide if you and the other person will both reply to meeting requests from others, or if you will do all such work.  We highly recommend the later course.  It avoids having to coordinate with each other about who is going to respond to which request.  To set it so that requests go ONLY to you, go back to the delegates tab and check the "send meeting requests and responses only to my delegates, not to me" checkbox.