Delegation in the Microsoft Exchange Calendar

From Webster's Revised Unabridged Dictionary (1913):


Delegate \Del"e*gate\, v. t. [imp. & p. p. Delegated; p. pr. & vb. n. Delegating.]
1. To send as one's representative; to empower as an
ambassador; to send with power to transact business; to
commission; to depute; to authorize.
2. To intrust to the care or management of another; to
transfer; to assign; to commit.
The delegated administration of the law. --Locke.
Delegated executive power.            --Bancroft.
The power exercised by the legislature is the
people's power, delegated by the people to the
legislative.                          --J. B. Finch.

Microsoft Exchange Calendaring offers individuals the option of giving others the right to act as delegates on their behalf. Anything you send as a delegate will appear to come from the person for whom you are delegating. 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

Figure 6 ** PLEASE DESCRIBE THIS IMAGE **
Figure 7 ** PLEASE DESCRIBE THIS IMAGE **
  1. Select 'Tools' from the menu, as shown in figure 1
    Figure 1 ** PLEASE DESCRIBE THIS IMAGE **

     
  2. The following window (figure 2) opens
    Figure 2 ** PLEASE DESCRIBE THIS IMAGE **
  3. Select the 'Delegates' tab, as is shown in figure 2
  4. Select the 'Add'' button, the following window (figure 3) opens.
    Figure 3 ** PLEASE DESCRIBE THIS IMAGE **
  5. Make certain that the Global Address List appears in the top left field. Search for the user you wish to grant permissions to (First name Last name), select 'Add', and click 'OK.' The following window (figure 4) opens.
    Figure 4 ** PLEASE DESCRIBE THIS IMAGE **
  6. 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).
  7. The final screen for delegate setup is shown in figure 5. If you do not wish to see the notifications for appointments, select the check box at the bottom. Once you preferences are complete, select "OK" to close the window.
    Figure 5 ** PLEASE DESCRIBE THIS IMAGE **
  8. If you would like your delegate to be able to view your folders, it is now necessary for you to grant viewing privileges to your Mailbox for the delegate. Start by right mouse clicking on the "Mailbox Folder" and selecting "Properties for ..." as shown in figure 6.
  9. The window shown in figure 7 will appear. Add the delegate user from the GAL, and check the box labeled "Folder Visible"
  10. The delegate now has access to the folders you desire. It will be necessary for that person to follow the steps outlined in Method 2 to perform the functions of a delegate properly.

Using Delegate Access

  1. If you are going to be scheduling appointments on behalf of someone, you are what's known as a delegate. In order for you to perform the functions of a delegate, the person for whom you are acting must grant you access to their Exchange Mailbox. They can do this by performing the steps outlined in Method 1 of this document. Once they have completed these steps, you can proceed.
  2. As a delegate, it is possible for you to view two Exchange Mailboxes at once. Each will show as its own folder structure, as shown in figure 8.
    Figure 8 ** PLEASE DESCRIBE THIS IMAGE **
  3. In order to do this, the primary (or person for whom you will be delegating on behalf), must grant viewing privileges to his/her Mailbox. The instructions for the primary are outlined here.
  4. Once the primary has granted you viewing rights, you will need to access their mailbox. To do so, begin by going to the "Tools"->"E-mail Accounts" menu. You will see the following window as shown in figure 9. Make certain that the "View or Change existing e-mail accounts" option is selected, and click "Next".
    Figure 9 ** PLEASE DESCRIBE THIS IMAGE **
  5. On the screen that appears select the "change" button.
  6. Select the "More Settings" button.
  7. Select the "Advanced" Tab.
  8. Now press "Add", and type the name of the person for whom you are delegating. Press OK when you are finished. Then "Next", then "Finish". This person's Mailbox will now show in your folder structure, as shown in figure 8.
  9. Now wasn't that easy!

Granting Viewing Rights:Non-Delegate

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. Begin by highlighting the "Calendar" folder.
  6. Right click the folder, and select "Properties".
  7. Select the "Permissions" tab at the top of the window.
  8. Using the "Add" button, use the GAL to select people you want to have access to your folder.
  9. Once the person has been added, you can grant them whatever access they need using the check boxes and buttons on the bottom.
  10. Now the other person can access your folder by following the steps in Method 4

Viewing Another's Folder (not as a delegate)

  1. Select the "File"->"Open"->"Other Users Folder..."
  2. Select the "Name" button, and find the person whose folder you'd like to open using the GAL as the address book.
  3. Make sure that the correct folder shows in the "Folder type:" box, or you could get an error.
  4. Select the "OK" button, and the users folder will open in a new window.
  5. 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.