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Assigning Calendar Delegates in Outlook

Video Tutorials

Directions

  1. Launch Microsoft Outlook
  2. Click on the orange File tab in the upper-left corner.
  3. Click on the Info section of the left information container.
  4. Click on the Account Settings button in the center column.
  5.  Select the Delegate Access option.
    Delegate Access Option
  6. Select the ADD button in order to add users as delegates.
    Add Delegate
  7.  Enter the Person’s Name — Type in the first and last name of the individual you wish to add as a delegate.
  8. Be sure to select the correct name you want as a delegate.  If you allow the auto-complete feature of Outlook to select it, you may get the wrong person.
  9. <Double Click> on the name or click on the Add button to add the person to the delegate list.
  10.  Click on the OK button to complete your delegate selection(s).
    Add Delegate
  11. Enter the Delegate Permissions – After a moment, the Delegate Permissions screen will appear. By default, delegates will have Editor access to your account, allowing them to ViewCreate, and Modify meetings and appointments in your calendar and for your tasks.
  12. However, you can modify the permissions in the drop-down box to be an Editor, Reviewer, or an Author.
    Modify Access Role
  13. Do you want your delegate(s) to “Receive copies of meeting-related messages that are sent to you?” If you do, make sure the check-box is selected.
  14. Modify the “Tasks” Permissions – By default, the system also allows the delegate Editor permissions in the Tasks function of Outlook.
    You can also modify the delegate permissions for your Inbox, Contacts, Notes and Journals (not a frequently used function of Outlook).
    NOTE: A delegate must have at least “Reviewer” Permissions in Tasks in order to Print a calendar for someone else.
  15. Do you want to “Automatically send a message to the delegate(s) summarizing the permissions you have given to them?”  If so, be sure the box is checked.
    Also, you can determine whether or not you want your “Delegate(s) to see your private items.”  If you do, be sure to put a check in the box.
  16. Click on the OK button to continue.
    Send Message Option
  17. Determine whether or not you want your meeting request to go to:
    • Your delegate(s) only (but you will receive a coppy of the meeting requests and responses
    • Your delegate(s) only
    • Your delegate(s and you
      Make your one selection by clicking on one of the three radio buttons provided.  
  18. Click on the OK button to complete your delegation assignments.
    Delegate Assignments

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  1. Go to the calendar function.
  2. Select the Calendar Permissions tool from the ribbon at the topn (Permissions in Outlook 2011).
  3. Select the Permissions tab from Calendar Properties (Folder Properties: Calendar in Outlook 2011). It may be selected already.
  4. Select Default from the list of permissions. It may be selected already.
  5. Choose the amount of information to share (e.g., “Free/Busy, time subject location”).
  6. Click OK.

 

Setting default calendar permissions

Note: if you are using Outlook Web Access (OWA), permission controls are more limited.

 

 

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Open Managed Calendars

  1. Launch Microsoft Outlook
  2. Click on the Calendar menu item on the bottom left to enter the Calendar view if not already in Calendar view.
    Calendar View
  3. To open a Calendar from the Global address list, while in the Calendar view, select the Home tab and click on Open Calendarand make your selection from the drop down menu.
    Open Calendar
  4. Enter the Person’s Name — Type in the first and last name in the search field of the individual you wish to search for. Be sure to select the correct name you want by highlighting it and double clicking on the name or selecting the Calendar button at the bottom of the window to select the name and click ok to to open their Calendar.
    Find Person
  5. Make sure the check-box is checked for the Calendar you wish to manage and you have that Calendar selected when creating an appointment or meeting.
    Open Managed Calendar

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Accessing Shared Calendars

Video Tutorial

How do I access a shared calendar in Outlook video tutorial

Directions

  1. Select the Home Tab and click on Open Calendar drop down menu above managed calendars item in the tool ribbon and select Open Shared Calendar.
    Open Shared Calendar
  2. Select the Name button to open the Global Address dialog box. Search for Name
  3. Search for the Calendar shared with you from the Global Address List Global Address Book

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Sharing My Calendar

Directions

  1. To share your Calendar, right click on the Calendar you wish to share and select Share Calendar in the drop down list.
    Select Calendar
  2. Click on the To: button in the Sharing invitation window to pull up the Global Address List and select the individual you wish to share yourCalendar with, highlight the name and click on the To: button in the Global Address Dialog Window.
    Global Address
  3. Click on the Details: drop down menu to choose the level of detail of your Calendar you wish to share and then make your other selections by checking or unchecking the appropriate boxes that apply. Then click the send button to send your Calendar share invitation.
    Share Calendar

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Outlook 2010

  1. Login to your Exchange Calendar.
  2. Select the Home Tab and click on Open Calendar drop down menu above managed calendars item in the tool ribbon and select Open Shared Calendar.
    Open Shared Calendar
  3. Select the Name button to open the Global Address dialog box.
    Search for Name
  4. Search for the UCI Campus Holiday’s Calendar from the Global Address List, select it and click the OK button.
    Search for Campus Calendar
  5. Click the OK button to select calendar and close dialog box
    Select Campus Holidays
  6. While you have your calendar open and UCI Campus Holiday’s Calendar window open, drag and drop the holidays you want to add to your calendar.
    Campus Holidays
  7. The result you see should be your calendar now having the holiday entry

Note: You will need to do this for each UCI Campus Holiday individually that you wish to add to your calendar.

Outlook Web Access

  1. Login to Outlook Web Access (OWA).
  2. Click on the Share link at the top of the window. Select Add Calendar
    Add Calendar
  3. In the Add Calendar dialog box type UCI Campus Holidays in the search text field and click the OK button. Alternately, you can click on the address book icon to open the Global Address Book
    Add Campus Holidays
  4. In the Global Address Book type UCI Campus Holidays in the search text field then click on the magnifying glass icon to submit your search query.
    Global Address Book
  5. While the search query results below the search box are highlighted, click on the Select link to make your selection and then click on the OK button to close the Address Book
    Select Campus Holidays
  6. In the Add Calendar dialog box make sure your query results are in the text field and it’s underlined then click the OKbutton to add the calendar
    Add Calendar
  7. On the left hand side of the calendar window you can select or deselect calendars you wish to view.
    Choose the calendar you want to view

Calendar App on Mac OS X

  1. In Calendar, choose File > New Calendar Subscription.
    File > New Calendar Subscription

  2. Paste in the Holiday Calendar subscription:
    http://exchange.uci.edu/owa/calendar/ucicampusholidays@exchange.uci.edu/Calendar/calendar.ics and click Subscribe
    Paste in calendar URL
  3. Type in the name for the calendar: UCI Campus Holidays in the Name field and choose a calendar color from the adjacent pop-up menu.
  4. Change the Location to : On My Mac . (This is the default recommended setting at this time if you do not use any iOS devices. If you want to view a subscription calendar in Calendar and in the Calendar app on devices with iOS 5 or later without re-subscribing to the calendar, choose your iCloud account.)
  5. Click OK.
    Calendar Settings
  6. The calendar will now appear under the subscribed calendars section.
    Calendar in Panel

Outlook 2011 for Mac

  1. Click on the Calendar tab on the bottom left.
    Calendar Tab
  2. Click the Open Calendar icon up top.
    Open Calendar
  3. In the window that appears, type “UCI Campus Holidays” and then click OK.
    Open UCI Campus Holiday Calendar
  4. Outlook will look for the shared calendar. When found it will appear under Shared Calendars.
  5. Check the box next toUCI Campus Holidays. The calendar will now appear.
    Show Campus Holiday calendar

iOS Devices

If you use a Mac and have already subscribed to this calendar on your Mac and set the location to iCloud do not follow these instructions. Just look for the Calendar on your phone under your iCloud calendar on the iOS device.

To simplify this process, we recommend emailing the link below to yourself first, copying it and then pasting it in the Server field when you reach Step 6 below. Doing so will eliminate typos.

http://exchange.uci.edu/owa/calendar/ucicampusholidays@exchange.uci.edu/Calendar/calendar.ics

  1. Tap the Settings icon on your iOS device.
  2. Swipe down and tap Mail, Contacts, Calendars.
    Settings > Mail, Contacts, Calendar
  3. Tap Add Account.
    Add Account
  4. Swipe down and tap Other.
    Add Other
  5. At the bottom under the Calendars heading, tap Add Subscribed Calendar.
    Add Subscribed Calendar
  6. In the Server field, paste the URL above. Tap Next.
  7. After a moment you will then be prompted with a series of options. You can safely disregard them all, or at the very least you can rename the calendar in the Description field to something like “UCI Campus Holidays.” Tap Save when you are done.

The UCI Campus Holidays calendar will now appear in the iOS Calendar app.

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  1. To share your Calendar right click on the Calendar you wish to share and select Share Calendar in the drop down list.
    Share Calendar
  2. Click on the Details: drop down menu to choose the level of detail of your Calendar you wish to share and then make your other selections by checking or unchecking the appropriate boxes that apply.
    Share Details
  3. Click the Send button to send your Calendar share invitation.

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