Microsoft Exchange Calendaring offers individuals the option of scheduling meetings, giving others the right to act as ‘delegates’ on their behalf, book conference rooms for appointments etc. A delegate is a person who is given the access to monitor and edit your schedules. By default, no one has delegate access to your calendar, so if you have the need to grant someone these privileges, please follow the instructions outlined in Granting Delegate Access.
- Granting Delegate Access: Instructions for granting another person delegate access.
- Using Delegate Access: Instructions for acting as a delegate on behalf of someone.
- Granting Viewing Rights:Non-Delegate: Instructions for granting someone permission to view a folder for a specific purpose other than delegation, such as a shared contact list.
- Viewing Another Person's Folder (not as a delegate): Viewing another person’s folder, not as a delegate.
Granting Delegate Access
1. To set up a delegate, click on File > Account Settings > Delegate Access as shown below.
2. Once the following window opens, click "Add"
3. When you select the “Add” button, you will see the following address list. Search for the person you wish to have delegate access and click ok.
4. After adding someone, the following screen will come up allowing you to choose what that delegate has the access to. Hit "OK" to finalize and that is all you need to do.
Note: Select the correct permission levels you would like the delegate to have. Editor is recommended. Also, using the check boxes at the bottom, you can opt to have your delegate be informed of these changes, and grant them access to objects marked as private (not recommended).
*Note that if you are looking to give permission for someone to access a particular folder of yours, you will need to go back to your inbox, right click on the folder you wish to share, select Properties > Permissions > Add > Name of the person you wish to have access.
Using Delegate Access
Once you are added as a delegate for someone, you will be able to see and respond to calendar and other requests made of the primary person who made you a delegate. To see their inbox, have them grant you access to the top level folder in your outlook by right clicking Properties >Permissions tab >add, and enter the name of the person you wish to have access. After you are given the Permission to access the folder, you will need to go to your Outlook and follow these steps.
1. File > Account Settings > Account Settings
2. On the screen that appears select the “change” button.
3. Select More Settings > Advanced
4. Add > Enter the Username of the person whose mailbox you are trying to see
Granting Viewing Rights:Non-Delegate
- More than likely, you do not delegate access to your co-workers folders. If you only need to schedule appointments on their calendars, then the default Free/Busy information should be enough.
- However, there may be scenarios where people need to see their coworkers appointments in full (subject, location, notes, etc). If this describes you or your department, this is the Method to follow.
- It's important to realize that setting accounts up using the following Method is not the equivalent of a delegate. Though you can schedule on peoples' calendars, it doesn't behave the same way as with a delegate. Appointments will show as being proposed by you, not on behalf of another.
- To grant individuals access to specific folders, you need to set the proper permissions on those folders. We'll focus on the calendar, but this will work with all folders under your mailbox.
- Begin by highlighting the "Calendar" folder.
- Right click the folder, and select "Properties".
- Select the "Permissions" tab at the top of the window.
- Using the "Add" button, use the GAL to select people you want to have access to your folder.
- Once the person has been added, you can grant them whatever access they need using the check boxes and buttons on the bottom.
Viewing Another's Folder (not as a delegate)
- Select the "File" >"Open" >"Other Users Folder..."
- Select the "Name" button, and find the person whose folder you'd like to open using the GAL as the address book.
- Make sure that the correct folder shows in the "Folder type:" box, or you could get an error.
- Select the "OK" button, and the users folder will open in a new window.
- in the future, when you want to open this users folder again, it will appear as a listed object under the "File" >"Open" >"Other Users Folder..." menu. That's it, you're done.
Frequently Asked Questions
Who is a delegate?
A delegate is a person that has been given the access to another user’s data. Normally, RIT outlook users will be able to see your free/busy information and can request your attendance at a meeting. However, if you allow a delegate to access your calendar, they can schedule and add other information on your behalf. Delegate access can get very granular, and can be applied to select folders, or your entire mailbox.
If I have granted someone delegate access to my Mailbox, is it possible to hide private appointments from them?
Yes. When setting an individual as a delegate make sure the option that states Delegate can see my private items is left unchecked (which is the default setting). Setting items as private at all can only be done with a MAPI client in Windows and Outlook 2001 on a Mac. (Note: Entourage is unable to set items as private.)
How do I schedule groups in Exchange?
For individuals, the best method is to create local address groups by selecting people from the GAL (Global Address List). Once this list is created, one can then schedule meetings with the group. The real benefit is that the group will combine everyone's free busy information so that you don't need to check each individual's free/busy times.
For departments, the recommended solution is to call the ITS Service Desk and ask to have a group added to the GAL. This way it is available to all users in the department.
Can I use my local address book to find people's free/busy information?
Your local contacts may come from a variety of sources and it may not be possible to access everyone’s schedule. If you have an old e-mail address or one from a source such as e-mail or a distribution list, that address likely does not match anything in the Exchange environment. However, you may access the schedules of people within the Outlook Exchange community.
Does the calendar folder go against my quota?
Yes. All folder that fall under your folder labeled Mailbox- [Your Name] count against your Exchange quota.
Can I schedule conference rooms and other resources in Exchange calendar?
Yes. Resources such as conference rooms, AV equipment, loaned equipment, etc, can be added to the Global Address List (GAL). All resources are organized using this layout RES [Department] [Location] [Proper Name] For example, the ITS conference room in the Frank Gannett building will show in the GAL as RES ITS 7b-1028 Conference Room. By default, all resources will begin with the RES suffix to help quickly locate the resource in the GAL. If you cannot find a resource in the GAL, chances are a request for it to be there has not made to the ITS Service Desk.
We apologize for any inconvenience, but if you are not the owner or administrator for the resource, the request cannot be processed. If you are unsure, please consult with your department head or college administrators.
Is it possible to set my calendar to auto accept meetings?
Yes, but it is not recommended, as double bookings can occur. If you would like to do it anyway, follow these instructions. Using the menus at the top, go to Tools >Options >Calendar Options >Resource Scheduling (click on the new window) >Automatically accept meeting requests and process cancelations (check the box).
Can I change my free/busy schedule beyond 2 months?
Yes. Using the menus at the top, go to Tools->Options >Calendar Options >Select Free/Busy Options. From the window that opens, you can change the number of months in the future that you would like to set your calendar to public.
Can I change the default appointment time from a 1/2 an hour to an hour?
Yes. When scheduling an appointment, select the Schedule tab. Along the left side of the free/busy display are the hours of the day. Right click on the hours, and a menu appears where you can select the default time.
How do I make the Global Address List (GAL) my default address book?
- Open your Outlook client
- From the top menu, select Tools->Addres Book....
- From the Address Book window, select Tools->Options
- In the Show this address list first use the arrow on the left to pull down other choices.
- Select the Global Address List and press OK
- Press OK on the next screen, and you are all set!
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