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

by Tricia Goss
email button image by Richard Kane from

If a coworker spends time out of the office but still needs to send meeting requests and other calendar entries, you can do so on that person's behalf, provided you are all using Microsoft Exchange Server accounts. To send these items on someone else's behalf, you need to be set up as a delegate for their Outlook account, which means you can read, reply to and even create emails and calendar requests, provided they grant you all of these permissions.

Enable Delegate Access

Step 1

Start Outlook on the computer of the person for whom you want to send calendar entries. Select the "File" tab and choose "Account Settings." Choose "Account Settings" from the drop-down list and click "Add."

Step 2

Type the name of the person who will be sending calendar requests on this user's behalf, or type part of the name and click "Search" to search the Global Address List. Select the correct name, click "Add" and click "OK."

Select "Editor" for the Calendar drop-down list in the Delegate Permissions dialog box. Choose any other permissions you want to allow and click "OK."

Sending a Calendar Entry

Step 1

Start Outlook on the computer of the user who has been given delegate access to the other user's Outlook account.

Step 2

Select the "File" tab, click "Open" and choose "Other User’s Folder." Choose "Calendar" in the Folder drop-down list.

Step 3

Choose the type of calendar entry you want to send in the New section of the Home tab, such as "New Appointment" or "New Meeting."

Enter the details of the calendar entry, such the time, date and location of the item. Click "Invite Attendees," enter the email addresses of the people you want to invite to the event and click "Send." The entry appears on the calendar of the person for whom you sent it and the recipients receive the invitations from you on the calendar owner's behalf.


  • Information in this article applies to Outlook 2010 with a Microsoft Exchange Server account. It may vary slightly or significantly with other versions or products.


  • If you do not see the "Add" option in Account Settings, you are not using an Exchange account or emails are not being delivered to the Exchange mailbox. Check with your network administrator.


Photo Credits

About the Author

Tricia Goss' credits include Fitness Plus, Good News Tucson and Layover Magazine. She is certified in Microsoft application and served as the newsletter editor for She has also contributed to The Dollar Stretcher, Life Tips and Childcare Magazine.

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