Delegating the Calendar Delegating access to your schedule information
You can determine how much of, or whether, your schedule information appears when other people schedule meetings and click Scheduler to check for your busy and free times. 1. 2. 3. 4. Open your Calendar. From the menu, choose Actions - Tools - Preferences. Click the "Access & Delegation" tab, then the "Access to Your Schedule" tab. Do one of the following to specify which people or groups can see your schedule information. Leave "Everyone may see your schedule information" selected. Select "Only the following people or groups may see your schedule information," and click the button to the right of the drop-down list to specify names (or type names into the box). Select "No one may see your schedule information." 5. (Optional) Do one of the following to specify how much information the people or groups you specified in the previous step may see. Leave "Only information about when you are busy or available" selected. With this option, people who look at your schedule through Scheduler see only blocks of time, like this:
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(Optional) If the subjects of calendar entries are not confidential, deselect "Do not include the subject of a calendar entry when detailed information is made available." Click OK.
To open someone else's Calendar
1. 2. 3. 4. 5. 6. Open your Calendar. From the menu, choose Actions - Tools - Open Calendar For. In the "Choose address book" field at the top of the "Open Calendar" dialog box, select an address book that contains the name of the person whose Calendar you wish to see. In the "Find names starting with field," enter the first few letters of the person's name as it is listed in the address book. Select the person from the list of names. Click OK.
Managing someone else's Calendar
To set up access and the forwarding of meeting notices (for Calendar owner)
1. 2. 3. 4. 5. 6. 7. Open the Calendar. From the menu, choose Actions - Tools - Preferences to open the Preferences dialog box. Click the "Access & Delegation" tab, then the "Access to Your Mail & Calendar" tab. Click the "Add Person or Group" button. Click on the pull down arrow and select the name of the person or group form the directory you are giving access to in the field under the number 1 in the "Add People/Groups" dialog box. Select whether you want the Calendar manager to have access to Mail, Calendar, and To Do, or just Calendar and To Do under the number 2 in the "Add People/Groups" dialog box. Select how much access you want the Calendar manager to have once that person is in your Calendar from the drop-down list under number 3. For example, the Calendar manager can read and create documents, as well as send documents on your behalf. Select one of the following forwarding options under number 4: "Forward notices where you are the invitee of the meeting" if you want your Calendar manager to receive e-mail notification each time
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you receive a meeting invitation or related notice. The e-mail contains a document link to the original notice delivered to your mail file. "Forward notices where you are the chair of the meeting" if you want your Calendar manager to receive e-mail notification each time you receive a response to a meeting invitation or related notice regarding a meeting you chair. The e-mail contains a document link to the original notice delivered to your mail file. 9. Select what action you want done with private notices you may receive in the drop-down list to the right of "If the message is marked as private." For example, you can have a private message sent to your Calendar manager, but let the Calendar manager only see the non-private details. Click OK.
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To set up your Calendar for quick access to the Calendar(s) you manage (for Calendar manager)
1. 2. 3. 4. 5. 6. Open the Calendar. From the menu, choose Actions - Tools - Preferences to open the Preferences dialog box. Click the Delegation tab, then the "Shortcuts To Others' Mail" tab. Enter the name of the user whose Calendar you manage in the "Provide shortcuts to the following users' Mail, Calendar, and To Do" field (click the arrow to select the name from an address book). If the user is using another' vendor's IMAP mail program that you need to access, enter the user's name in the "Show mail owned by the following users" field. Click OK.
Notes adds a command for opening the Calendar to the header in the upper left corner of your Calendar view. You can also choose Actions - Tools - Open Calendar For, and then select the Calendar owner's name in the "Open Calendar For" dialog box.