Information, Technology & Consulting

Best Practices for Calendar Delegation

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A delegate is someone who would respond to ALL meeting invitations for your calendar. They do not have your calendar open all the time, but would receive all meeting invitations for you in their account. They can send and respond to meeting invitations for you as if they were you. An owner/editor is someone who is in your account all day and has full access to add and remove items from your calendar and accept or decline meeting invitations for your calendar, but they cannot send nor reply to meeting invitations as if they were you.

  • To avoid having meetings not sync, have as few delegates as possible, preferably one. Set others you want to help with your calendar as having "editor" permissions. While delegates can be very helpful, they can also be the source of many conflicts and inconsistencies with calendars. Having multiple delegates dramatically increases the probability of missed appointments, duplicated meetings, unseen invitations, and conflicting attendance responses.
  • A manager and their delegate should all have the same version of Outlook, including software updates.
  • If you have a delegate, use him or her. If you have set up a delegate for your account, he or she should process all your meeting requests. Duplicate interactions with a meeting invitation from both you and your delegate can result in various failures of the calendaring software, including lost meetings.
  • Do not auto-accept requests if you have a delegate. If you have granted someone delegate access to your calendar, or if you are a delegate, turn off automatic acceptance of meeting requests.
  • If you are a delegate for someone else's calendar, make sure your account is configured appropriately.
    • In Outlook, on the File ribbon;
      • Click Account Settings;
      • Click Account Settings;
      • Click the Email tab;
      • Click the account whose settings you are modifying;
      • Click Change. Make sure the Used Cached Exchange Mode field is checked.
      • Click More Settings button;
      • Click the Advanced tab.
      • Remove the check from the Download Shared Folders field. (This setting is not available in Outlook 2011.)
Topic: 
Email, Communication and Collaboration
Subtopic: 
Email/Exchange
Last updated: 
Thursday, August 18, 2016

If you have questions or need further information, contact your department's IT support office, or contact the IT Service Desk via email at [email protected], via phone at 603-646-2999 or walk in to see them in Baker/Berry 178J.

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Information, Technology & Consulting