1. Acting as a delegate

From the iCal menu click [File], then click [Preferences...], and then click the Accounts button on the Accounts window that appears. Finally select the Delegation button from within the accounts view.

Screen showing delegation configuration in iCal

Click the + below the "Accounts I can access:" window to start the process of adding a new account that you wish to act as a delegate for. A new entry appears in the "Accounts I can access:" window and the cursor is placed within the "Users" field for you to start typing the name of the user whose account you will be accessing. As you type text into the "Users" field a list of possible matches will appear and you can select the correct user from the list.

Searching for correct user to act as a delegate for in iCal

Once you have selected the correct user the delegate entry is completed and you will be able to see the permissions that the user has granted to your account. In this example the owner of the Ian Test account has granted permissions to read and create items in their calendar but has granted no access to their tasks.

Screen showing recently added account to act as a delegate for in

If you add a user account that you wish to act as a delegate for before that user has added you as a delegate within their account the account entry will appear greyed out and no permissions will be displayed.

To see the calendar or tasks that you are acting as a delegate for in your iCal you will also need to tick the check box labelled "Show" at the start of the entry. Ticking this box means that you will see a new section within the left hand pane of your main iCal window that list all the accounts that have been delegated to you.

Left hand pane in main iCal window showing list of delegates

Finally, you can close the Accounts window by using the red cross button in the top left hand corner of the window.

1.1. Important note for Snow Leopard users acting as delegates

There are some occasions when an existing user's email address changes. This might be due to a change in departmental or college affiliation, or a surname change through marriage. Whatever the reason, if you are a Snow Leopard user acting as a delegate for someone whose email address changes then this will affect your delegation settings and you need to take action.

Most clients, eg Outlook, OWA, store delegation settings according to the Exchange username. However, iCal stores delegation settings according to the email address that is in the Global Address List (GAL). So, if the email address on an account changes then even though the Exchange username has not changed the delegation settings as far as iCal is concerned have become out of date.

For example, let's assume Inspector Morse is too busy with his crosswords to manage his own diary and so Seargent Lewis has to do it for him. Morse configures his account so that Lewis has full access to his calendar and Lewis, a Mac user, has configured his iCal so that he is acting as a delegate for Morse. All is well. However, when Morse becomes Chief Inspector the email address on his account changes. He is an Outlook user and so he doesn't need to make any changes to his setup but after his email address changes the next time Lewis connects to Morse's calendar he sees an error that says "This mailbox cannot be opened. The mailbox may be located in a different forest from the Microsoft Exchange Client Access server. For access to the mailbox or for more information, contact technical support for your organization." To restore access to Morse's calendar Lewis will need to delete Morse's account where it appears in the "Accounts I can access:" window in iCal before re-adding Morse's account in the delegation settings where it will be stored against the new email address.

So, if you are acting as a delegate for a user whose email address changes you will need to reconfigure your delegation settings for that delegated calendar by removing the account and then adding it again as an account for which you are acting as a delegate.

Up: Contents Next: 2. Managing a calendar that has been delegated to you