Calendar Delegation

What's Changing

If you're an executive assistant or manage someone else's calendar, the delegation features in Outlook replace the calendar sharing you used in Google Calendar. The concept is the same, but Outlook offers more granular control over what a delegate can do.

Migration Heads-Up

• Google Calendar delegate access must be re-established in Outlook. IT will set up existing delegation pairs, but after migration, verify that your access is working correctly. If you managed someone's calendar in Google Calendar and can't see it in Outlook, contact IT.

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

Permission Levels

Outlook offers several levels of calendar access:

Setting Up Delegation (For the Executive/Manager)

1. Open Outlook and go to Calendar
2. Click Share Calendar (in the ribbon at the top)
3. Type the name of the person you want to delegate to
4. Choose the permission level (usually Delegate for assistants)
5. Click Share

Using Delegated Access (For the Assistant)

Opening Their Calendar

1. In Outlook Calendar, click Add Calendar > From Directory
2. Search for the person's name
3. Their calendar appears alongside yours

Scheduling a Meeting on Their Behalf

1. Click New Meeting
2. Click the From field
3. Select the other person's name
4. The meeting invite will be sent as if it came from them
5. Attendees will see their name as the organizer

Managing Their Inbox (If Permissions Allow)

1. In Outlook, click File > Open & Export > Other User's Folder
2. Enter their name
3. Select Inbox (or Calendar)
4. You can now manage their email and meetings

Google Calendar Sharing to Outlook Delegation - Quick Comparison

Common Scenario

VP + Coordinator: The VP of Content delegates full calendar access to their Production Coordinator. The coordinator can:

• Book partner meetings on the VP's calendar
• Schedule follow-up calls with producers and distribution contacts
• Accept meeting invites on the VP's behalf when they're in production meetings or travelling between offices (Toronto HQ, Winnipeg, London UK)
• Send meeting invites that show "Production Coordinator on behalf of VP of Content"

Partners and colleagues see this is coming from the VP's office, with the coordinator handling the logistics.

Viewing Multiple Calendars

When managing multiple calendars:

1. Add each person's calendar (Add Calendar > From Directory)
2. Use Overlay mode - click the arrow next to a calendar name to stack them on one view
3. Each person gets a different colour so events don't blend together
4. This is great for coordinating across Blue Ant offices and departments (e.g., scheduling a call between the Toronto Content team and the London Distribution team)

Revoking Access

If a delegate changes roles or leaves Blue Ant Media:

1. Go to Calendar > right-click My Calendar > Properties
2. Click the Permissions tab
3. Select the person and click Remove or change their permission level
4. Changes take effect immediately

IT can also revoke delegate access centrally if needed.

Accountability

Outlook logs who created, modified, or deleted calendar events. Even with delegate access:

• Meeting invites sent "on behalf of" clearly show both names
• Calendar changes are tracked and visible in event details
• There's a full audit trail if questions arise about who booked or cancelled something

Tips

• Delegates get a copy of meeting requests sent to the person they manage, so you 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 multiple other people - it finds open times automatically
• Set up delegate access from the start - don't wait until you need it urgently
• Delegate ≠ full inbox access by default - calendar delegation and inbox delegation are separate permissions

Quick Reference Downloads

• Outlook Calendar Cheat Sheet - Windows
• Outlook Calendar Cheat Sheet - Mac
• Outlook Calendar Cheat Sheet - Online

Need Help?

1. Contact your regional IT support team (the Contact page lists the right email for your office)