Delegating Calendars with Google Apps – Jenny’s Weekly Tip #9

So your boss is going away and he/she would like you to set up some calendar events on their behalf, but you are not sure how to? Then weekly tip #9 is for you!

With Calendar Delegation, your delegate is a few clicks away from being able to do the below and more.

Delegate a calendar for sharing and creating events

With Google Calendar you can give another user access to your calendar, including the ability to schedule and edit events. A delegated Google Calendar is simply a shared calendar with certain edit rights for the delegate.

Your delegate can do the following on your behalf:

• Respond to event invitations
• Create new events
• Modify existing events
• Manage sharing of your calendar (if your permission is set to Make changes AND manage sharing)

Your delegate can’t do the following:

• Change your Calendar account settings, such as language, time zone, or automatically add invitations to your calendar
• Access your contacts when inviting guests to events (your delegate can access your contacts via delegated Gmail)
• Use Task Lists in your Calendar account

In order to delegate your Calendar, follow the instructions below:

1. Sign in to your calendar.

2. Click Share Calendar.

3. In the Share with specific people box, type the email address of the person you wish to delegate your calendar.

4. Click Add person.

i. In the drop-down box under Permission Settings, select Make changes AND manage sharing.

5. Click Save.

After you’ve delegated your calendar, your delegate can sign in to their calendar and manage your calendar.

To create a new event, your delegate can follow these steps to create a new event on your calendar:

1. Sign in to Calendar (the delegate’s calendar).
2. Verify that the delegated calendar shows up in the My Calendars list.
3. In the drop-down list by the delegated calendar, select Create a new event on this calendar.

For example, if a user named Carol delegates her calendar to her administrative assistant named Jim, and Jim creates an event on Carol’s calendar, the event will show up on Carol’s calendar as Created by Jim. Invitations to the event will come from Carol. On the invitation, Carol will be listed as the organiser and Jim the creator. Phew! Not bad for a few clicks, ey?

See you next week! We’ll be talking about Cirrus Insight.