Adjust Outlook performance to handle super-delegate scenarios
Microsoft states that it has not tested delegate scenarios beyond a 1 to 4 ratio of delegate to managers, also known as the super-delegate scenario. Some guidance is provided on ways to handle super-delegate scenarios in this TechNet Blog post:
Unfortunately, this post does not go far enough towards addressing a need to scale to larger delegate scenarios (think 1 to 40 or greater) and the performance hit to Outlook synchronization that is seen as the ratio increases.
In a super-delegate scenario, the delegate (or team of delegates) opening a manager’s mailbox will change day-to-day and as a result the Outlook sync takes a very long time to complete – sometimes minutes, sometimes hours depending on the last time a delegate may have last opened a specific manager's mailbox. As a result, the time to close incidents or requests by a manager to a delegate is prolonged and delays the ability to obtain business critical information. In some cases a delegate would need to follow-up sometime later with the manager after mail has synchronized.
Please consider addressing the need of Enterprise-level companies to leverage these larger super-delegate scenarios and the poor synchronization performance seen within the Outlook client as a result.
When you make someone a delegate to your MS Outlook calendar it would be great if we could put a date range for the box "Delegate receives copies of meeting-related messages sent to me". Then it would start and end on the dates needed while the regular Administrative Assistant is on vacation and the leader would not have to go in and change it.
Trey Tezza commented
By providing the capability to provide single delegate invites via calendar scheduling, this would streamline the calendar invite process in passing leads/referrals across the organization for meetings.
A BDR could coordinate a meeting that they will not attend with a prospect and an AE. They then pass the lead to an AE, the AE could then adjust the invite to add, or alter the existing calendar invite with their personal conference links, agenda, or items to review vs. sending a separate invite to the customer which creates confusion and seemingly duplicate invites that would require re-confirmation or confusion on which invite for the prospect/customer to use/confirm. This is difficult to manage currently, and a recurring challenge for BDR's servicing entire sales orgs to keep up with all the AE personal preferences/links.
AE: Referring to support/CSM, this would also provide the ability to pass off the calendar invite management to a CSM for transitioning a customer towards a non-sales pursuit, but again reducing the need to send separate emails/calendar invitations.
This would not require the delegate assignment for all calendar capabilities.
Vickie Sokol Evans commented
When using Reply with Meeting for an email, give delegates the ability to change the calendar the invite is coming from just like we can do in Outlook for Mac.
Here's the scenario:
Email comes through from executive to the team. Executive suggests we all meet. Her assistant then uses Reply with Meeting to convert the email to a meeting request. Unlike Outlook for Mac, Outlook for Windows does not allow the assistant to change the calendar it's coming from. So it will come from the assistant's calendar as the organizer. Delegates desperately want the invite to come from the executive's calendar.
Please add Outlook account settings that would ensure meeting responses are redirected to delegate and not manager (clogging up their inbox). Current options only include redirecting meeting invitations to the manager onto the delegate instead. Or add a rule option that performs comparable function.
Allow team to edit an invite. We have a recurring meeting with a changing agenda, and right now the meeting owner only has access to making edits to meeting agendas. Want the entire team on the invite to have the ability to edit the invite and input their agenda items directly, for entire team's visibility.
When users know they are going on medical leave it would be great if they could grant another user access to their mail while they are off. Currently it seems to delegate access you have to do multiple steps. Delegate access and then change the permissions on the mailbox as well as all the sub folders.
It would be great if delegation would also grant access to sub folders as well.
As a delegate for a number of managers/directors I receive a lot of meeting invites. Is there a feature that if the invited person responds then the meeting request is removed from the delegates inbox? I would then only see requests that they have not responded to which require response instead of going through numerous meeting invites that they have already responded to.
Vickie Sokol Evans commented
Reply with meeting is an amazing feature. But delegates (ie Assistants and Executive Assistants) need the ability to choose the calendar the meeting invite will come from. This feature is currently in Outlook for Mac. The From drop down in Outlook for Mac allows me to select the Sender of the meeting invite.
What users around the world need is the ability to choose the calendar for which they are a delegate when using Reply with Meeting.
Here's the scenario:
Manager sends an email to the team wanting to meeting next Tuesday at 3pm. Assistant then clicks Reply with Meeting. Currently, that meeting is sent from the assistants calendar. The assistant needs the ability to change the From so that the meeting invite comes from the manager, not from the assistant.
I am the delegate for my manager's outlook calendar. I would like to receive all of the responses to his meeting invitations, instead of flooding his inbox with acceptances/declines.
Liz Kerper commented
When a delegate is set up, have an option for the user to not receive all responses for meetings (accepts, declines, tentatives) and have them go to the delegate only. That way their boss' inbox is not overloaded with those meeting responses.
Katie m commented
A scheduler has access to my email and will add events directly to my calendar. I'd like to receive an email notification when new events are added by users that are not myself.
Found that someone posted this idea in 2017, and I would like to re-up it as it would make my job much easier as well:
I use the "schedule in calendar" quickstep, which uses the text of an email in the description of the appointment, quite often in my own calendar. I also have access to my manager's calendar, which I frequently add appointments to. I would like to be able to use the same quickstep feature to schedule appointments in my manager's calendar with the text of an email, however I can only seem to be able to do this for my own calendar. Is there a way that I can create a quickstep to do this? Or even a way that I can choose which calendar it creates the appointment in after I select this quickstep?
Carl Feltman commented
Be able to assign Calender delegates using Office 365 Admin Console
ROUZIES Jean-Laurent commented
Sorry if this is posted in one of the 1200+ questions, but even with key words couldn't find.
Anyway, Microsoft could you add some real logic to the delegate permission, so that when we allow a delegate mailbox to SEE private calendars, that they also receive a COPY of the private requests sent to the delegator?
I get this idea "by design" private are private and are not forwarded, but if we already allow them to see them in the calendar, there is no logic to not forward the requests (and also reponses).
Our directors are working exclusively with private calendars, and its very difficult for the delegates to follow up.
Geczi Lenke commented
When there`s a general email addres like sales@.... .com, email from this inbox should be assigned to a person. Eg. assign to john@... .com. So everyone knows who is handling a request.
I need to cancel my delegate access to someone else's account but can't find the option through my account. Could this be added please? At present there only seems to be the option to add people as delegates to my account. My colleague has now moved into a very busy role where I am no longer their PA but my inbox is now overloaded with emails that do not relate to me.
This would seem like a relatively simple and quick problem to fix?
Latonia Witherspoon commented
The ability to delegate an owner(s) of a particular meeting or meeting series, without giving access to your entire calendar and email.
Vlado Bencz commented
O365: Delegate access for another users to manage my Out of Office autoanwswers in O365 Outlook.
This functions is so longtime available in IBM Lotus Notes 8/9.
Or... would be helpfull ,,,
If I'm not logged more as XX hours, autoanswers will start automatically.
Please add the ability to view/edit delegated calendars in Teams Calendar view.
I would like to work more in Teams but it's cumbersome to have to view/edit my manager's calendars ONLY in outlook... very inefficient.
Peter Van Boom commented
Re-instate search secondary delegated mailbox. This has stopped functioning scince 19/11/2019.
1. We are failing to retrieve search results because 'Fast search' only works when the mailbox issuing the search query uses the same token as the primary mailbox in the profile. Hence, it won't work for secondary mailbox/delegated mailbox.
2. Online Archive does not use FAST Search(3S) so we can expect it to work for the secondary/delegated mailbox.