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

Updated July 20, 2017

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 e-mails and, perhaps most importantly, calendar entries on behalf of someone else, based upon selected options.

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

Select "Tools" from the main Outlook menu.

Select "Options" and choose the "Delegates" tab.

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

Choose the Editor (can read, create and modify items) role, and select "OK."

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

Select "Open a Shared Calendar" on the left side of the screen and open the previously delegated calendar.

Choose the date and time of the calendar entry you want to create and type the Subject and Location of the meeting in the appropriate boxes on the Appointment Tab. Add a message, if desired, in the text box.

Click the "Scheduling" tab and choose invitees, using the "Add Others" button.

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

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About the Author

Ann Roth has been writing professionally since 2000 and has worked in the legal publishing field as an editor and researcher on such publications as "The U.S. Master Tax Guide" and "The Journal of Tax Practice and Procedure." She has a Bachelor of Arts in English from the University of Illinois and received her Master of Arts in English from Eastern Illinois University.