There are times where Staff may want to share or delegate access to an Outlook calendar with others. If this is something that you would like to do, follow the directions below.

Important: If you are using the New desktop Outlook, you will not be able to grant Delegate access. You must be using the Classic Outlook for Desktop

Adding a Delegate to Your Personal Calendar

• Open Outlook from the application on your desktop

• Click Calendar from the menu usually found on the left of the Outlook window. It should look like the following

• Click the "File" tab along the top and choose "Account Settings" like shown below, then "Delegate Access"

• Click "Add". Then search using the last name of the person you want to make your delegate

• Click their name once you have found them and select "Add" then click "OK"

• A new window will appear. Here you can Click the Calendar drop-down menu to select a delegate type. The three types of delegates are described below

  • Editor - Can read, create and modify items

  • Author - Can read, create items

  • Reviewer - Can read items

• If you select Editor, you will have an additional option box below. If you check the box, your Delegate will receive copies of meeting-related messages and can accept or decline meeting requests on your behalf. If you uncheck this box they will not receive those messages

• Click the Tasks drop-down menu and select None.

• Put a check mark in the box near the bottom of the window labeled "Automatically send a message to delegate summarizing these permissions"

• Take note of the last check box option. If you want to allow your delegate to see your private calendar items, put a check mark in the box labeled "Delegate can see my private items"

• Click "OK", then click "Apply", and then "OK"

• If successful your Delegate will receive an email with instructions on how to add this calendar to their Outlook 

Removing a Delegate's Access to Modify your Personal Calendar

• Open Outlook from the application on your desktop

• Click Calendar from the menu usually found on the left of the Outlook window

• Next click the "File" tab along the top and click "Account Settings" like shown below then "Delegate Access"

• Click on the name of the Staff member you want to remove

• Select "Remove" then click "OK"

• That individual will no longer see any changes made to that calendar or be able to make any changes to that calendar

Adding a Delegate to a Custom made Calendar

There are some departments that want a departmental calendar that is separate from any individuals personal calendar. If you would like to do this follow the instructions below.

• Create your custom calendar by opening Outlook, going to Calendars, and clicking on "Add Calendar" in the Outlook ribbon
• Select "Create New Blank Calendar". Name the calendar and select the folder in which you want to put it (Note: the easiest place to put it is under Calendar)
• Once the calendar has been created, find it and right click on it. 
• Select "Properties" 
• In the window find "Permissions" in tabs at the top
• Click "Add" and find the staff member you want to share it with by searching their name then clicking "Add" and "OK"
• Ensure that you set the permission level to the desired level and then click "Apply" and "Ok" 
• The individual you gave permissions to will receive an email invitation to the calendar like below. They will need to click accept in order to view/edit the calendar

If you have any questions or concerns, please reach out to our Support Center via a HappyFox ticket or by calling 719-520-2211. 

Please Note: 
The information provided in this knowledge base article is a living document and is subject to change. We make every effort to ensure the accuracy and relevance of the content per the last edited date, but due to the evolving nature of the subject matter, updates and revisions may occur at any time. Please continue to check back to the knowledge base for the most updated information or call the Support Center at the number above.