Managing a Co-Worker’s Calendar

There is no delegation in Google calendar. Please note that while Outlook can be configured to work with Google, not all functions will continue to work as they did with MS Exchange. However, you can create and manage your co-worker’s calendar events.

Step 1: Your co-worker gives you access to their calendar

Before you can manage your co-worker's calendar, your co-worker must first give you access to the calendar. These steps must be completed by your co-worker’s calendar: 

1. Your co-worker must log in to their Google Calendar.

2. Click Settings in the upper-right corner of the page.


MGMT-co-Worker_clip_image002.gif

3. Click the Calendars tab, and then click Shared: Edit settings.

edit settings

4. In the Person field, your co-worker should type your email address and then click Add Person.

5. In the drop-down menu, your co-worker will select the type of permission that they want to grant you.

  • Make changes to events lets you edit your co-worker's calendar
  • Make changes AND manage sharing lets you edit the calendar's sharing options as well.
the type of permission that they want to grant you.

6. Click Save.

Now, when you log in to your Google calendar, you'll see your co-worker's calendar in the My calendars list on the left. You now have access to your co-worker's calendar and can see and modify all meetings on the calendar, including private and confidential events.

My calendars

Note: If you cannot see your co-worker's events in your calendar, click the calendar in the list to highlight it.

Step 2: Set up notifications for your co-worker's calendar

All notifications for managed calendars are turned off by default. To receive email and pop-up notifications for your co-worker's events, following these steps:

1. Log in to your Google calendar.

2. Click Settings in the upper-right corner of the Calendar page.

3.Select the Calendars tab. Under My Calendars, find your co-worker's calendar and click Notifications.

Notifications

4. Set up email and/or pop-up event reminders for the calendar. Select the invitations for which you want to be notified. You can remove one of these reminders so that only one will appear by default with each of the events. You can always Add a reminder later.

Add a reminder

5. Click Save.

Invitations and New Events

You will receive notifications of New Events for your co-worker. If you were invited to the same meeting, you will receive an “Invitation” for you and the New Event for your co-worker.  

Below is a snapshot of emails received in the mailbox of Vivian Reed who manages Serena Diaz’ calendar.

New Event  

The calendar details differ slightly on Invitations and New Events.  The invitee’s email address can be found at the top of the calendar details. At the bottom of the email there is also a statement saying whose calendar the invitation or new event is for.

This is the Invitation to Vivian.


Invitation

This is the New Event email received by Vivian for Serena. Co-worker Serena received an Invitation in her email box. Vivian received the Invitation above because she was invited to the same event.

the New Event email received

This is a New Event email received by Vivian for Serena. Co-worker Serena received an Invitation in her email box. Vivian was not invited to this event so she did not receive an invitation email.

This is a New Event email received by Vivian for Serena. Co-worker Serena received an Invitation in her email box. Vivian was not invited to this event so she did not receive an invitation email.

Responding to Your Co-worker’s New Events

The "New Event" message gives you the event details but does not let you accept or decline the invitation for your co-worker from your Inbox. However, you can respond from the invitation that appears on your co-worker's calendar (which is shared with you).  It is important to click on the view my calendar link to get to Calendar. Below are two examples of New Event details.

This is the New Event email details received by Vivian for Serena. Vivian was invited to the same event.

the New Event email details received by Vivian for Serena

This is a New Event email details received by Vivian for Serena. Vivian was not invited to this event.

This is a New Event email details received by Vivian for Serena. Vivian was not invited to this event

Again, it is important to click on the view my calendar link to get to Calendar.

When you click view my calendar, you will be taken to the calendar day of the event, not to the event itself.  Any event that has a ? Question Mark has not been responded to.  Once you are in the event on your co-worker’s calendar, you can respond to the Invitation.

view my calendar

  • Be careful to respond to the correct event if there are several events with the ? Question Mark.
  • If you do not see the event on the calendar, make sure that your co-worker’s calendar is toggled on.

Setting up Meetings on your Co-worker’s Calendar

The steps in setting up a meeting in behalf of your co-worker are the similar to setting up a meeting on your own calendar.  The main difference is that you need to make sure that you create the event on your co-worker’s calendar. You can access your co-worker’s calendar  that is listed under your My Calendars.

Setting up Meetings on your Co-worker’s Calendar

Once you are in your co-worker’s calendar, you can set up meetings, invite others, and add a room resource using the same steps you use in creating an event for yourself.

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