Calendar Delegation

What's Changing

If you're an executive assistant or manage someone else's calendar, the delegation features in Outlook replace the calendar sharing you used in Google Calendar. The concept is the same, but Outlook offers more granular control over what a delegate can do.

What Stays the Same

• The concept - one person manages another person's calendar
• Viewing permissions - you can see free/busy times or full event details
• Scheduling on behalf - send meeting invites as the other person
• Notifications - get alerts for meetings you manage

Permission Levels

Outlook offers several levels of calendar access:

Setting Up Delegation (For the Executive/Manager)

1. Open Outlook and go to Calendar
2. Click Share Calendar (in the ribbon at the top)
3. Type the name of the person you want to delegate to
4. Choose the permission level (usually Delegate for assistants)
5. Click Share

Using Delegated Access (For the Assistant)

Opening Their Calendar

1. In Outlook Calendar, click Add Calendar > From Directory
2. Search for the person's name
3. Their calendar appears alongside yours

Scheduling a Meeting on Their Behalf

1. Click New Meeting
2. Click the From field
3. Select the other person's name
4. The meeting invite will be sent as if it came from them
5. Attendees will see their name as the organizer

Managing Their Inbox (If Permissions Allow)

1. In Outlook, click File > Open & Export > Other User's Folder
2. Enter their name
3. Select Inbox (or Calendar)
4. You can now manage their email and meetings

Google Calendar Sharing to Outlook Delegation - Quick Comparison

Tips for Dealership Staff

• Delegates get a copy of meeting requests sent to the person they manage, so you can accept or decline on their behalf
• Color-code calendars when managing multiple people to tell them apart at a glance
• Use Scheduling Assistant when booking meetings involving your executive and multiple other people - it finds open times automatically
• Set up delegate access from the start - don't wait until you need it urgently

Need Help?

1. Contact your dealership IT contact to set up delegation permissions
2. Email the CanadaOne IT team at it@canadaoneauto.com