The University of Sheffield
Corporate Information and Computing Services

Being a designate

On this page, the Designate means you. The Primary User refers to the person who has made you their designate.

Using the web version

If the Primary User is not in your list of favourites:

  1. Click the View Agendas icon on the Calendar Toolbar.
  2. Enter the appropriate name in the edit box.
  3. Click Find.
  4. Select the appropriate name from the search results list box.
  5. Click Add to favorites with designate rights.
  6. In the Favorites section make sure the appropriate name is selected and click Act as designate. The Agenda will open.

If the Primary User is already in your list of favourites:

  1. Select the appropriate user from the favourites drop-down list.
  2. Click Go. The Agenda will open.

You can now create meetings etc on behalf of the Primary User.

Using the desktop client

Please note: Simply clicking the Open an Agenda icon will not allow you to perform as a designate in the Primary User's agenda; this is a common mistake made by those acting as designates.

To modify a Primary User's agenda in your role as designate, you have to open their agenda as a designate.

  1. From the File menu, select Open as Designate... then Agenda.
  2. If you are set up with designate rights for more than one user, the Act as Designate dialog box displays all those users. Select the one required and click OK.

As a designate, you can now create meetings, etc. on behalf of the Primary User.

Troubleshooting

Using the Group Agenda View to create meetings for the Primary User does not work as you might expect.

It adds you to the meeting not the Primary User.

To use the Group Agenda View, you have to Open as Designate in a different way.

  1. From the File menu, select Open as Designate... and select Group Agenda.
  2. If you are set up with designate rights for more than one user, the Act as Designate dialog box displays all those users; select the one required and click OK.
  3. You then need to fill in (one at a time, clicking the green tick between entries) the names of other people to be viewed. They get added to the list, appearing below the primary user's name.
  4. Click OK and a Group Agenda opens. You can now create meetings using the Group Agenda facility containing the Primary User.