Calendar delegation in Outlook on the web
for business
You can use Outlook on the web for business to give someone in your organization permission to
manage your calendar. You can give them Edit access, which lets them edit your calendar, or
Delegate access, which lets them not only edit your calendar, but also schedule and respond to
meetings on your behalf.
In this article
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Assign a calendar editor or delegate
Set meeting request and response options
Let delegates see details of private items
Assign a calendar editor or delegate
You can give anyone within your organization editor or delegate access to your calendar. You
can't give editor or delegate access to people outside your organization.
1. Sign in to Outlook on the web for business. If you're using Office 365, sign in to the
Office 365 portal. Select Calendar > Share. In the Share drop-down box, click
Calendar.
2. In the Share with box, type the name or email address of the person you want to share
your calendar with. This box works just like the To box in an email message. You can
add more than one person with whom to share your calendar.
3. After you’ve added the person or people whom you want to be able to manage your
calendar, click the drop-down box to the right of their name, and select the level of access
you want them to have.
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Select Editor to give them permission to make changes to your calendar.
Select Delegate to give them the same permission as an editor, plus be able to
send and respond to meeting requests on your behalf.
o The options Full details, Limited details, and Availability only, allow others
only to view your calendar, not make changes to it.
4. After you’ve finished adding people with whom to share your calendar, set their access
levels, and have chosen which calendar to share with them, select Send. If you decide not
to share your calendar right now, select Discard.
Note If you're sharing a calendar other than your primary calendar, such as a project calendar
that you've added to your account, you can give permission only for Full details or Editor
access to that calendar.
The people you share your calendar with receive an email message telling them about it. The
message invitation includes two options: one to add your calendar to their calendar view, and
another to share their calendar with you.
If they add your calendar to their calendar view, your calendar will be added to People's
calendars.
Note Calendar items marked Private are protected. Most people you share your calendar with
see only the time of items marked Private, not the subject, location, or other details. The
exception to this is that you can give a delegate permission to see the details of items marked
Private.
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Set meeting request and response options
Once you've given someone delegate access to your calendar, you'll see an additional option
under Calendar permissions that lets you control how meeting requests and responses are
processed.
To set these options:
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Go to your Calendar in Outlook on the web for business.
Go to the calendar navigation pane, and under My calendars, right-click Calendar.
Click Permissions.
In Global delegate options, for Send invitations and responses to, select one of the
following options:
o Delegate only. Send me notifications. Meeting requests and responses are sent to
you and your delegates. Only your delegates see the option to accept or decline a
meeting request.
o Delegate only. Meeting requests and responses go only to your delegates.
o Both my delegate and me. Meeting requests and responses are sent both to you
and your delegates.
5. Select Save to save your changes or Discard to cancel.
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Let delegates see details of private items
You can use the calendar permission settings to give delegates permission to see the details of
items that have been marked as private.
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Go to your Calendar in Outlook on the web for business.
Go to the calendar navigation pane, and under My calendars, right-click Calendar.
Select Permissions.
Select the person you want to give permission to see private appointments. If they don't
already have delegate access, you can give them that permission now.
5. Select Allow viewing of private events.
6. Select Save to save your changes or Discard to cancel.