Setting up Calendar Delegation:

The first step in configuring the Calendar Delegation feature is to set the access rights for the Lotus Notes calendar that will be managed by another user. The executive who delegates access to his calendar needs to specify who has access to it and what level of access the delegate will have before the delegate can perform calendar and mail tasks on his behalf.
Follow these steps to specify, to delegate, and to set up access rights to a user's mail and calendar data:
1. In the Lotus Notes client, open the executive's mail file. From the Calendar view, click the Tools action bar button, and then select Preferences to display the Preferences screen. Click the Access & Delegation tab to display the "Access to Your Mail & Calendar" tab (see figure 1).

Figure 1. "Access to Your Mail & Calendar" tab displayed

2. Click the "Add Person or Group" button to display the Add People/Groups dialog box (see figure 2).

Figure 2. Add People/Groups dialog box

3. Select the "Enter or choose a user/group" option and then click the scroll bar in the text box under section 1 to display the Select Name dialog box.
4. Select the person who will manage this user's calendar and then click the OK button. You'll be returned to the Add People/Groups dialog box, with the selected user's name displayed in the text box below section 1.
5. After you have selected your calendar manager, you must specify how much access he'll have. If you select the "Only Calendar and To Do" option under section 2 and then click the scroll bar under section 3, two options will display in the drop-down list: "Read any Calendar Entry or To Do" and "Read, create, edit, and delete any Calendar Entry or To Do."
6. If, however, you select the "All Mail, Calendar and To Do" option under section 2, then click the scroll bar under section 3, five levels of access will display:
o Read any document
o Read and create any document, send mail on your behalf
o Read, edit and create any document, send mail on your behalf
o Read, edit, create and delete any document, send mail on your behalf
o Read and create any document, delete any document they created, send mail on your behalf
7. Select which type and level of access to grant the mail file delegate. Under section 4 you can specify whether notices related to your calendar entries will be forwarded to the delegate. Click the scroll bar under section 4 to display the forwarding options:
o Do not forward
o Forward without private details
o Forward with full details
8. Select the desired forwarding option, and then click OK to return to the "Access to Your Mail & Calendar" tab. The designated calendar manager and his access rights will display (see figure 3).

Figure 3. Access rights displayed for designated calendar manager