Managing Other Calendars and Email

Use These Tips To Get Started

 

Managing Other Calendars and Email

These tips are intended to teach administrative support personnel the basics of managing other users’ calendars and email in Exchange (Outlook).

Need help? Contact the HelpDesk at 502-852-7997 or helpdesk@louisville.edu.

1. Allowing another user to manage your email Inbox:

(In GroupWise, this was called granting proxy access. These are the steps the user you support will need to take to grant you proxy access to his or her email Inbox.)

a. From your Outlook email screen, click the File tab at the top of the screen.

b. Click the Account Settings drop-down button.

c. Click Delegate Access. The Delegates window will open.

d. Click Add.

e. In the Search window, type the last name of the person to whom you are granting access to your email Inbox.

f. Double-click the person’s name from the list below the Search window.

g. Click OK.

h. Set the desired permission level you wish to grant for each of the functions listed. (From this window, you may allow access not only to your email Inbox, but also to your Calendar, Tasks, Contacts, Notes and Journal.)

i. Click OK. The user will now have access to the functions you specified.

 

2. Allowing another user to manage your email folders:

(These are the steps the user you support will need to take to grant you proxy access to his or her email folders.)

a. Right-click your email address, listed above your Inbox and email folders. (Tip: Look below the Favorites area.)

b. Click Folder Permissions.

c. Click the Permissions tab in the window that opens.

d. Click Add.

e. In the Search field, type the last name of the person to whom you are granting access to your email folders.

f. Double-click the person’s name from the list below the Search window.

g. Click OK.

h. At the top of the Permissions tab, make sure the correct user is highlighted. (This is the person to whom you are granting folder access.)

i. Click the Permission Level drop-down button.

j. Click Editor.

k. Click OK. The user will now have access to your email folders.

 

For Mac instructions for tips 1 and 2 go the Delegate email access for Macs page.

 

 

3. Go to the Outlook calendar view:

a. Click the Calendar button at the bottom left corner of your Outlook screen, under Mail. You are now in your Outlook Calendar view.

Note: Some of the tips below begin from your Outlook email view; you may instead perform these from your Calendar view if desired.

 

4. Schedule a meeting:

Follow these steps to schedule a meeting without using the Scheduling Assistant (busy searching).

a. Click the New Items drop-down button from your Outlook email screen.

b. Click Meeting.

c. In the To field, type the name or email address of the person(s) with whom you want to schedule a meeting. (You may also click the To button to search for users.)

d. Fill out the Subject and Location fields and type a message in the message body window, if desired.

e. Click the Rooms button if you would like to schedule your meeting in a particular room. You may now type the name of the room in the Search field, or scroll through the list below the Search window to find your desired room. You may add multiple rooms to search for available times.

f. Click OK.

g. Select a date and time for your meeting by clicking the Start time and End time drop-down buttons. Available rooms and suggested times will be listed In the Room Finder column on the right of the window. You may select a room and time from these fields.

h. Click Send to send the meeting to your attendees.

 

5. Use the Scheduling Assistant to find available meeting times:

(In GroupWise, this was called busy searching.)

a. Click the New Items drop-down button from your Outlook email screen.

b. Click Meeting.

c. Click Scheduling Assistant at the top of the window.

d. Click Add Attendees at the bottom of the screen.

e. In the Search window, type the last name of the person whose schedule you would like to search.

f. Double-click the name of the desired user from the list below the Search window. You may add multiple users by double-clicking their names. (If you wish to make the meeting required for some users and optional for others, you may single-click on the user and then click the Required or Optional button, instead of double-clicking on the user’s name.)

g. Click OK. After a few seconds, you will be able to see the user’s busy and available times in the Scheduling Assistant window.

h. Select an available time for your meeting by clicking in the calendar, or type dates and times into the Start time and End time windows below the calendar.

i. Click Add Rooms if you wish to select a room for your meeting.

j. In the Search field, type the name of the room in which you want to hold your meeting.

k. Double-click the name of the desired room in the list below the Search field.

l. Click OK. After a few seconds, you will be able to see the room’s busy and available times in the Scheduling Assistant window.

m. Select an available time for the meeting room by clicking in the calendar, or type dates and times into the Start time and End time windows below the calendar.

n. When you have selected the Attendees and Room you want for your meeting, click Send.

 

6. Cancel a meeting scheduled in Outlook:

a. Click Calendar at the bottom left of your Outlook screen.

b. Double-click the meeting that you wish to cancel.

c. Click Cancel Meeting at the top left of the window.

d. Click Send Cancellation.

Note: When canceling meetings that were originally scheduled in GroupWise, send a follow-up email to participants, as the canceled meeting may not always come off of their calendars.

 

 

7. Share calendars:

(In GroupWise, this was called granting and requesting proxy access.)

a. Click Calendar at the bottom left of your Outlook screen.

b. Click Share Calendar in the top middle of your screen. The Sharing invitation window will open.

c. In the To field, type the name or email address of the person with whom you want to share calendars.

d. Check the box next to Request permission to view recipient’s Calendar. (Note: If you do not want to also share your own calendar with this recipient, uncheck the box next to Allow recipient to view your Calendar.)

e. Click the Details drop-down button.

f. Select the detail level you wish to allow. (This determines how much of your own calendar the other person will see.)

g. Type a message into the body of the invitation, if desired.

h. Click Send.

i. Click Yes to share the calendar.

j. You will receive an email from the user when they grant you access to their calendar.

k. Open the email.

l. Click Open This Calendar. You will now be able to see the shared calendar.

 

8. Use the Open Calendar function to view another person’s calendar:

This option will allow you to view limited details about another person’s calendar. To view additional details, you will need to request permission as detailed in tip 7 above.

a. Click Calendar at the bottom left of your Outlook screen.

b. Click the Open Calendar drop-down button in the top middle of your screen.

c. Click From Address Book.

d. In the Search field, type the last name of the person whose calendar you wish to open.

e. Double-click the name of the person in the list below the Search field.

f. Click OK. You will now be able to see limited details of the user’s calendar

 

9. Post a note on another person’s calendar:

a. Click Calendar at the bottom left of your Outlook screen.

b. Double-click in the top section of the day (under the day of the week) for which you want to enter the note. An Event window will open.

c. If this is a reminder note (to tell a colleague that you will be out of the office at a certain time), make sure the option beside the Show As drop-down button at the top of the window is Free. This way, the time will not appear as Busy to others who may busy search the user’s calendar.

d. Type a Subject, Location and message, if desired.

e. Keep the All-day event box checked for a general note (such as “Out on vacation today”), or uncheck the box and enter the date and time into the Start time and End time drop-down menus.

f. Click Save & Close if you have write access to the person’s calendar. The note will appear on the user’s calendar.

g. Click Send if you do not have write access to the person’s calendar (the Save & Close button will not appear, in this case). The user will need to accept the note before it appears on his or her calendar.

 

10. Post a task on a calendar:

a. Click Calendar at the bottom left of your Outlook screen.

b. Double-click in the Tasks section at the bottom of your calendar, on the day you want to post the task. The Task window will open.

c. Type a Subject and enter a Start date and Due date.

d. Type a message, if desired.

e. Click Assign Task in the top middle of the Task window, if you want to assign this task to someone else.

f. In the To field, enter the person’s name or email address. (You may search for a user by clicking the To button.)

g. Click Send if you are assigning this task to someone else.

h. Click Save & Close if you are posting this task on your own Calendar.

 

11. Delegate calendar access to another user:

a. Click Calendar at the bottom left of your Outlook screen.

b. Click Calendar Permissions at the top of your screen.

c. In the Permissions tab, click Add.

d. In the Search window, type the last name of the person to whom you wish to delegate access.

e. Double-click the person's name in the list below the Search window.

f. Click OK.

g. Select the person's name from the list in the Permissions tab.

h. Click the drop-down button beside Permission Level.

i. Click Editor.

j. Click Apply.

k. Click OK.

This person now has access to your calendar, and may add and edit events.