Learn how Decisions supports Outlook Delegate Access, Shared Calendar, or Shared Mailbox for uses where multiple people collaborate on meetings and agendas, or when managing another persons calendar on behalf of them
Definitions
- Outlook Delegate Access
- Give someone permission to act on your behalf for your primary calendar and/or mailbox
- "Person A gives delegate permission to Person B to create, respond, and update events and/or emails on behalf of Person A"
- Shared Mailbox (Shared delegate access)
- IT Admin created a shared mailbox (calendar and/or mailbox without a real user), and assigns access to one or more persons
- "IT Admin creates a shared mailbox for the CEO Office, and assign Person A and Person B delegate permission to the shared mailbox, so they can manage the calendar and/or mailbox"
- Shared Calendar (Edit access)
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- Give someone access to create, respond, and update events on your secondary calendar
- "Person A creates an additional calendar to their primary calendar, and give edit permission to Person B, to manage events"
Supported Scenarios
| Configuration | ||||
| Delegate Access | Shared Mailbox | Shared Calendar | ||
| Calendar owner | Person A | Person A | Shared Mailbox | Person A |
| Calendar type | Personal - Primary | Personal - Primary | Shared Mailbox | Shared Calendar - Secondary |
| Given permission to | Person B | Person B | Person B & Person C | Person B |
| Permission type | Delegate | Delegate | Shared access (Delegate) | Edit |
| Permissions | Send on behalf | Read and Manage | Send as & Read and Manage |
N/A |
| Can Person B see "Sharing and Permissions" | Yes | No | Yes | No |
| Configurable by | Person A & IT Admin | IT Admin | IT Admin | Person A |
| Meeting Events | ||||
| Can Person B see calendar and events in Outlook | Yes | Yes | Yes | Yes |
| Can Person B see calendar and events in Teams calendar or Decisions | Yes, if invited to meeting event | |||
| Can Person B see calendar and events in Web (Decisions) | Yes, if invited to meeting event | |||
| Decisions Outlook Add-in | ||||
| See Meeting | Yes | Yes | Yes | Yes |
| Create Agenda | Yes | Yes | Yes | Yes |
| Publish Agenda | Yes | Yes | Yes | Yes |
| Update Meeting Event with Agenda link | Yes | Yes | Yes | Yes |
| Synchronize Meeting or Agenda details (DateTime, Attendees, etc,) | Yes | Yes | Yes | Yes |
| Decisions - Web | ||||
| See Meeting | Yes, if invited to meeting event | |||
| Create Agenda | Yes, if invited to meeting event | |||
| Publish Agenda | Yes, if invited or link to Agenda is shared with Person B or opened from Outlook | |||
| Update Meeting Event with Agenda link | Yes, if invited to meeting event | |||
| Synchronize Meeting or Agenda details (DateTime, Attendees, etc,) | Yes, if invited to meeting event | |||
| Decisions - Teams | ||||
| See Meeting | Yes, if invited to meeting event | |||
| Create Agenda | Yes, if invited to meeting event | |||
| Publish Agenda | Yes, if invited to meeting event | |||
| Update Meeting Event with Agenda link | Yes, if invited to meeting event | |||
| Synchronize Meeting or Agenda details (DateTime, Attendees, etc,) | Yes, if invited to meeting event | |||
Requirements
- Enterprise Application Permissions
Important: If you have deployed Decisions for Outlook (Meeting Secretary) via central deployment, you also need to update and re-approve permissions from Microsoft 365 Admin Center
- Supported platform versions
- Configuration for Delegate Access or Shared Calendar/Mailbox
- If the Delegate Access or Shared Calendar/Mailbox have been configured on earlier platform versions of Windows or Office, you need to re-configure and re-apply the sharing and permissions again
Configuring Delegate Access or Shared Calendar/Mailbox
- Outlook Delegate Access
- Shared Calendar
- Shared Mailbox
- Needs to be created by IT Admin
Use cases and functionality not (yet) supported
- Updating the Calendar event from Decisions in Teams or Web
- Receiving Suggested Topics (Or other notifications as Organizer) when the Organizer is via Delegate Access or Shared Calendar/Mailbox
- Viewing events from Shared/Delegate Calendar when you are not invited
Troubleshooting
- Follow the steps in this article (Most common solution)
- Decisions for Outlook Add-in is missing from Shared/Delegate Calendar
- Ensure an IT Admin have done approval or re-approval of Decisions enterprise application after June 2022
- If your organization are using Central Deployment to distribute the Outlook add-in, verify if there are any pending updates in Microsoft Admin Center
- Known Issues (Decisions Outlook Add-in will not work or will not be displayed)
- Using Outlook Add-in from Windows Outlook Native for Shared Calendars
- Shared Mailbox is configured to be hidden from Global Address List (GAL)
- Group Calendar
IT Admin
- Manage Delegate Access on behalf of users
- Manage Shared Mailbox
- Manage Shared Calendar on behalf of users
- This is currently not supported in Azure AD by Microsoft - PowerShell commands are available