Assume that Brian is the executive and needs to delegate access to his account to Jeffrey. Brian must navigate to Gear > Settings. | |
Click the Accounts and Import tab. | |
Select Add another account. | |
Enter the email address of the delegate. Click Next Step. | |
Click Send email to grant access. | |
Jeffrey now receives an email notice and must click the appropriate link to accept delegation of Brian’s account. Upon accepting, Jeffrey will receive a confirmation message. |
Jeffrey logs into his account like normal. He then:
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The delegated account opens in a new tab (when using Google Chrome). |
In this example (seen from the perspective of an outside recipient) the message clearly indicates that it has been sent by Jeffrey ‘on behalf of’ Brian. |
Because Jeffrey (admin) is not provided with a universal navigation bar (the black bar in Gmail used to access other apps) for Brian’s (exec) account, he must access Brian’s contacts by clicking on the Mail button, located in the upper left-hand corner, and then selecting Contacts. |
Click on the Gear, then Settings. | |
From the Calendar Settings menu, click Calendars. | |
Click Shared: Edit settings adjacent to the calendar to be delegated. | |
Locate Share with specific people and in the Person field, enter the name of the individual to whom the calendar will be delegated. | |
Now, choose the level of permission the delegate will have: Option 1: Make changes to events (recommended) Delegate will be able to create, edit, and delete calendar events. | |
Option 2: Make changes AND manage sharing Delegate will be able to do all of the above, re-share the calendar with others, and view private events. | |
Click Save. |
Click on the Gear, then Settings. | |
From the Calendar Settings menu, click Calendars. | |
Click Reminders and notifications (adjacent to the desired calendar).. | |
You can choose to receive pop-up, email, or SMS reminders for meetings. | |
It’s highly recommended to receive email notifications for the following for any calendar you are actively managing:
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Click Save. |
In Google Calendar, multiple calendars are viewed in layers, not in adjacent columns. To prevent your calendar from becoming too cluttered, toggle calendars on/off by clicking on them in the left-hand sidebar. | |
Calendar invites sent on behalf of appear to come from the primary owner of the calendar. In this example, Jeffrey has created an event on behalf of Brian, but the invitation appears to come directly from Brian. However, in the Who details of the calendar invite, Jeffrey is listed as the creator. | |
When viewing multiple calendars, it’s recommended to use contrasting colors to easily differentiate one from the other. You can edit a calendar’s display color by hovering over it which will reveal a drop-down menu: click it to edit the color. |
Click on the Gear, then Settings. | |
From the Calendar Settings menu, click Calendars. | |
Click Browse interesting calendars (located on the right-hand side of the screen, in the “Other calendars” section). | |
Click More. | |
Click Resources for [your organization]. | |
Locate the resource you wish to add, then click Subscribe. This resource will now appear under Other calendars on your Google Calendar. |
Labels: admin assistant, delegate google calendar, delegated contacts, exec assistant, gmail delegation, Google Calendar, notifications, resource calendar, send on behalf of