How to Send an Outlook Calendar Entry on Behalf of Someone Else

By Ann Roth

Having the ability to send meeting requests on behalf of someone else is crucial in today's business environment. Without this capability, high-powered executives would be spending much of their time managing and completing calendar entries that would be better handled by their assistants. Most assistants will find that Microsoft Outlook's Delegates function just may become their best friend. This function allows you to send emails and, perhaps most importantly, calendar entries on behalf of someone else, based upon selected options.

Creating a Delegate

Step 1

Open Microsoft Outlook on the computer of the person who wishes to delegate his or her calendar.

Step 2

Select "File" from the main Outlook menu.

Step 3

Select "Account Settings" and choose "Delegate Access."

Step 4

Select "Add" and choose the person to whom the calendar will be delegated from the address book. Select "Add" again and choose "OK."

Step 5

Accept the default permission settings in the Delegate Permissions dialog box. By default, the delegate can read, create and modify calendar items.

Sending a Calendar Entry on Another's Behalf

Step 1

Open Microsoft Outlook on the computer of the person to whom the calendar is being delegated.

Step 2

Select "Open a Shared Calendar" and open the previously delegated calendar.

Step 3

Click "New meeting" in the New group on the Home tab. Enter the meeting attendees, location, and start and end times as you would do on your own calendar.

Step 4

Select "Send" once the meeting request is completed. You have just sent a calendar entry on another person's behalf.

Tips & Warnings

  • The information in this article applies to Microsoft Office Outlook 2013. It may vary slightly or significantly with other program versions.