University Computer Help Desk

Adding a delegate to your calendar in Entourage 2004/2008

A delegate can see your calendar. You can setup Entourage 2004 and 2008 to allow your delegate to manage your meetings for you.

These instructions explain how to add a delegate to your calendar in Entourage 2004 or 2008. Your delegate can see your calendar and, depending on the permissions you grant, can create and respond to meetings on your behalf.

You can also give your delegate permissions to your Exchange Inbox and address book contacts. However, details on those delegate permissions are not covered here.

Before You Begin

There are three types of delegates:

  • Editor - An editor can make changes to your calendar. When you make someone an editor, you can decide to have that person receive meeting-related emails sent to you. An editor can create meetings on your behalf; an editor can also accept and decline meeting requests on your behalf.
  • Author - An author can create meetings on your calendar, but cannot make any other changes. An author is less powerful than an editor.
  • Reviewer - A reviewer can view your calendar, but cannot make any changes to it. A reviewer has the least permissions.

What's the difference between delegates and sharing?

The most important difference between delegates and sharing has to do with the Editor delegate type.

If you make someone an editor delegate, you can make that person receive meeting-related emails sent to you. When someone invites you to a meeting, both you and your delegate receive the email invite. Your delegate can then accept or decline the meeting on your behalf.

If you just share your calendar with someone (even if you make that person an editor), he or she will not receive meeting-related emails sent to you. You can allow that person to create meetings on your behalf and make other changes to your calendar, but you are responsible for accepting and declining your own meeting requests.

If you want to share your calendar with someone, but do not want to make them a delegate, refer to 1275: Sharing your calendar in Entourage 2004/2008.

Modify TCP/IP Settings

Before you can add a delegate in Entourage 2004 or 2008, you must modify your TCP/IP settings to include ad.ilstu.edu in your system's search domains. If your Mac is bound to Active Directory, these steps are unnecessary.

To modify your TCP/IP settings, choose the instructions for your version of Mac OS X:

Mac OS X 10.3/10.4

  1. Click the Apple menu and select System Preferences....
  2. Click Network.
  3. Click the Show drop-down menu and select the network connection you're using, such as Built-in Ethernet or Airport.
  4. Click TCP/IP.
  5. Type ad.ilstu.edu in the box labeled Search Domains:.
  6. Click Apply Now. Then close the Network window.

MAC OS X 10.5

  1. Click the Apple menu and select System Preferences....
  2. Click Network.
  3. On the left side of the window, select the network connection you're using, such as Ethernet or Airport.
  4. Type ad.ilstu.edu in the box labeled Search Domains:.
  5. Click Apply. Then close the Network window.

Add a Delegate

To add a delegate in Entourage 2004 or Entourage 2008, do the following:

  1. These instructions require the name of your Exchange back-end server. Contact your department's technical support to find out which Exchange back-end server you are on. If your Mac is bound to Active Directory, you do not need this information and you can skip steps 6 through 8 below.
  2. Open Entourage.
  3. Go to the Entourage menu and select Account Settings....
  4. Double-click your Exchange account.
  5. Click on the Delegate tab.
  6. Under the section labeled, My Delegates, click Advanced.
  7. In the box labeled Delegation server:, type the name of the Exchange back-end server you are on. Type only the first part of the back-end server address. For example, if your full server address is xyz.ad.ilstu.edu, type only xyz in the Delegation server: box. This step is unnecessary if your Mac is bound to Active Directory.
  8. Click OK.
  9. Click Add....
  10. Type the name or ULID of the person you want to add as a delegate, and click Find.
  11. Select the name from the search results and click OK.
  12. Click the Calendar drop-down menu to select a delegate type. The three types of delegates are described above.
  13. If you select Editor, you have the option of putting a check mark in the box labeled, Delegate receives copies of meeting-related messages sent to me.
    • If you do not want your delegate to receive meeting emails sent to you, leave this box unchecked.
    • If this box is checked, your delegate can accept or decline meeting requests on your behalf.
  14. Click the check box labeled, Send a message to delegate summarizing permissions.
  15. Click OK.
  16. Click OK again.

Your delegate may now open your shared calendar.

 

Article Information

  • Article ID: 1278
  • Last Review: Feb 2, 2009
  • Type: Instructions

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