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

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.

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.