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Information Technology Services

Assigning Calendar Permissions

see if a person or resource is available for a meeting

To see if a person or resource is available for a meeting, simply use the Scheduling Assistant to view their free/busy time. You can do this without getting any special permissions granted.  

Give someone else access to see the details of your calendar or create appointments on your calendar.

If you would like someone else to be able to view details on your calendar, assign reviewer access to your calendar.

If you would like someone else to be able to view details and create appointments on your calendar, assign editor access your calendar.

Give someone else access to respond to email and/or meeting requests for you

If you need someone else to respond to email and/or meeting requests for you, then you need to assign them delegate access. Delegate access should be given to those who will work (accept/decline meetings and/or send email) on behalf of you. 

When you set up a delegate, you can control the way a specified person can represent you. You may elect to give someone permission to accept meeting requests on your behalf or even send out email messages for you. This time saving feature allows you to "delegate" some of your tasks with greater efficiency.

Note: In Exchange, all meeting invitations, changes, deletions, etc. are delivered through an email message. Important: Emails about meetings must be responded to, NOT deleted, so that they appear on your calendar.

To assign delegate access (grant calendar and/or email permissions) using:

OPEN SOMEONE ElSE'S Calendar

To open a calendar that was shared with you using:

manage Resource calendars

Resources are conference rooms, instruments that can be scheduled. You can schedule a resource by using a meeting request in Outlook or another Exchange calendar application. 

A resource has a mailbox and a calendar associated with it. Resource owners are assigned as Delegates to the resource‚Äôs mailbox and calendar and have full rights to these and can view all messages and the calendar without having to login as the resource. For resources configured to auto-process, meeting requests will be accepted or declined automatically by the Auto Accept Agent without any action from the resource owner. Note: Meeting requests that have been handled by the agent will be found in the Deleted Items folder for the resource and require no further attention.

It is also possible for resource owners and others with permission to work directly in the resource calendar. Please be aware of important considerations of working directly in a resource calendar.

Resource owners and others with permission can work in a resource calendar in the same manner as their own personal calendar. The owner or someone with editor access can create, modify, and delete appointments or schedule meetings by clicking in the resource calendar directly.

Be careful when changing or deleting meetings directly in the calendar and make sure that you always opt to send responses to the parties involved. Do NOT drag and drop meetings as this will not generate a new meeting message.

To change a meeting, double-click on it in the resource calendar and use Propose New Time.

To delete an appointment or meeting, right-click on it in the resource calendar and choose Decline. If you choose Delete it will not send a message to people invited that the appointment has been deleted.