What's Changing
If you're an executive assistant or manage someone else's calendar, Outlook Delegate Access replaces the delegation you set up in your Notes mail file (under Access & Delegation in mail preferences). The concept is the same, but Outlook offers more granular control over what a delegate can do.
Outlook calendar-sharing permission levels
Can view when I'm busy+
Sees free/busy blocks only, no event details.
Can view titles and locations+
Sees event names and locations, not full details.
Can view all details+
Full read access to all event information.
Can edit+
Create, modify, and delete events.
Delegate+
Everything an editor can do, plus: send meeting invites as you, respond to invites on your behalf, and (optionally) manage your inbox. The invite shows “[Delegate] on behalf of [You]” — great for executive assistants.
What Stays the Same
- The concept — one person manages another person's calendar
- Viewing permissions — you can see free/busy times or full event details
- Scheduling on behalf — send meeting invites as the other person
- Notifications — get alerts for meetings you manage
Setting Up Delegation (For the Manager)
- Open Outlook and go to Calendar.
- Click Share Calendar (in the ribbon at the top).
- Type the name of the person you want to delegate to.
- Choose the permission level (usually Delegate for assistants).
- Click Share.
Using Delegated Access (For the Assistant)
Opening Their Calendar
- In Outlook Calendar, click Add Calendar > From Directory.
- Search for the person's name.
- Their calendar appears alongside yours.
Scheduling a Meeting on Their Behalf
- Click New Meeting.
- Click the From field.
- Select the other person's name.
- The invite is sent as if it came from them — attendees see their name as organizer.
Notes Delegation to Outlook Delegation — Quick Comparison
| Notes (Access & Delegation) | Outlook |
|---|
| Add a person to your mail file's access list | Share Calendar button |
| “Read, edit, and send on my behalf” | Delegate permission |
| “Read and edit my calendar” | Can edit permission |
| “Read my calendar” | Can view all details |
Common Scenario
A manager and their assistant: the manager delegates full calendar access to their assistant. The assistant can book meetings on the manager's calendar, schedule follow-up calls with vendors and partners, accept meeting invites on the manager's behalf when they're unavailable, and send invites that show “on behalf of” the manager.
Viewing Multiple Calendars
- Add each person's calendar (Add Calendar > From Directory).
- Use Overlay mode — click the arrow next to a calendar name to stack them on one view.
- Each person gets a different colour so events don't blend together.
Great for checking availability across multiple department managers at once.
Revoking Access
- Go to Calendar, right-click My Calendar, and choose Properties.
- Click the Permissions tab.
- Select the person and click Remove, or change their permission level.
Changes take effect immediately. IT can also revoke delegate access centrally if needed.
Tips for Your Organization Staff
- Delegates get a copy of meeting requests sent to the person they manage, so they can accept or decline on their behalf.
- Colour-code calendars when managing multiple people to tell them apart at a glance.
- Use Scheduling Assistant when booking meetings involving your executive and several other people.
- Set up delegate access from the start — don't wait until you need it urgently.
- Delegate access is not the same as full inbox access by default — calendar and inbox delegation are separate permissions, just like in Notes.
Need Help?
- Check the Quick Start guide on this site
- Ask a colleague who has already been migrated
- Contact the Your Organization IT Service Desk
