How to delegate the access of an Outlook Calendar to another person in Outlook 2003 and 2010

In this article, I have framed a simple, easy and less time consuming steps to delegate the access of a user's calendar to another person in Outlook 2003 and 2010. Please see below to know more about it.


Outlook access is usually delegated by the people of higher profile whose daily schedule, appointments and activities are managed and communicated by their sub ordinates or direct reportees especially in a corporate environment.

A user can give permissions to manage time i.e., daily meetings and appointments to their sub ordinates like personal secretaries, assistants, etc. This is usually used by the high profile employees of a company like AVPs, VPs, CEOs, Chairmen, Presidents, Board of Directors, etc., whose time is very precious and the same is organized and managed well by their sub ordinates.

The person who has been granted delegated access to their boss' calendar can also check free busy information and reminders in outlook to effectively manage the time.

You can know more about free busy information and reminders and their related troubleshooting in Outlook 2003 and 2010 versions in my other techulator articles by clicking the links below.

How to fix the issue if Outlook calendar and task reminders do not appear in Outlook 2003 and 2010

How to fix the issue when a user is unable to view free busy information in Outlook 2010

This is one of the features of outlook given by Microsoft. You can know more about shared calendar and related issues by seeing the article in the below link.

How to take print out of shared calendar in Outlook 2003

This is a very common issue experienced often by employees in technical support departments. These easy and simple words would not only help the users but also would be useful for the technical support engineers who help their clients in on call, physically or by taking remote control of their machines.

This article would especially help the agents working in Technical support department to help users when they don't get the troubleshooting steps instantly while the user is on call. I am trying my best to make their job easy. Please find steps defined below and the best practices practised by the top professionals in MNCs. I have given the steps for version 2003 and 2010.

People who are seeking the job in IT sector can make best use of this article as I have made them so simple and easy to remember. This would also help them to prepare for interview because these are very frequently asked interview questions.

When a user grants permission or delegate access to his calendar, a delegate automatically receives "Send on Behalf" permissions. This means your delegate can do the following:

1. Respond to a meeting request sent to you, the manager.

2. Receive meeting request responses sent to you, the manager.

3. Compose and send an e-mail message that, when received, will have "Delegate Name" on behalf of "Manager Name" next to from.

By default, the delegate can read only the meeting requests and responses sent to the manager. The delegate will not have access to read any other messages in the Inbox.

Please use the following steps to delegate access to your calendar to another person.

Outlook 2010

Step 1 - Open Outlook.

Step 2 - Click the Calendar button on the navigation pane

Step 3 - Right click your Exchange calendar, and then click Properties from the drop-down menu.

Step 4 - Click the Permissions tab at the top of the window.

Step 5 - Click the Add button

Step 6 - Type in the name you want to find and search for it. Select the name of the person with whom you would like to share your calendar.

Note: The delegate must be a person in the Exchange Global Address List.

Step 7 - Click Add and select OK

Step 8 - Select the Permission Level, you would like to grant that person.

Step 9 - Click OK.

Please know more about permission levels below after Outlook 2003 steps.

Outlook 2003:

Step 1 - Open Outlook

Step 2 - Select TOOL on top

Step 3 - Select Options.

Step 4 - Select Delegates Tab

Step 5 - Click ADD Button

Step 6 - Type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list.

Step 7 - Click Add and then click OK

Note: The delegate must be a person in the Exchange Global Address List.

Step 8 - In the Delegate Permissions window use the drop down beside Calendar to select the level of permission you wish to grant the user and then click OK.

Note: It is possible to have all meeting requests and responses sent only to the delegate. On the Options window, click the check box next to the item to send all requests and responses to the delegate if only the delegate should receive meeting requests and responses. Click OK to save the changes.

Step 9 - Click OK to save all the changes.

Important: When a delegate has Send on Behalf permissions, the delegate can compose an e-mail message and enter the manager's name in the From box. Recipients of the e-mail message will see the text
Delegate Name on behalf of Manager Name next to From.

Permission Levels:

There are 3 types of permission levels in both Outlook 2003 and Outlook 2010. They are as follows:

1. Editor: In this level of access, the delegate will have an access to Create, Read, Modify and delete your calendar items. This type of access is usually given to the executive level administrative assistant as it's a very responsible, confidential and important job.

2. Author: In this level of access, the delegate will have an access to only Create and Read your calendar items. This can be given to a professional who can create and send meeting invites on behalf of their manager to ensure each task is completed for the day.

3. Reviewer: In this level of access, the delegate will have an access only to Read your calendar items This can be given to someone like a personal secretary who can just review and act as a reminder about the appointments of the day to their manager.

It's a complete users' discretion as to which level of access he wants to delegate based on his schedule and business requirements.


Technical support engineers can save FCR and contribute their best experience to the customers in without forwarding the ticket to higher support levels. Common users can fix their issues all by themselves by following these steps without any need of calling IT Help Desk and wait for the response of the Support Engineers.

In short, the steps to fix the issue in this article would help the employees to fix the given issue in outlook and it would add value to the organization by saving the man power efforts which in turn would help the company to save revenue.

Read How to schedule a recurring meeting in Outlook 2010


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