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How to Use Salesforce Inbox Insert Availability and Change Event Owner in Office 365

Publish Date: May 28, 2026
Description

When composing an email in Salesforce Inbox using the Insert Availability feature, the person composing the email can change the meeting owner (Event Owner) to another person — provided the composer has write access (Delegate permission) to that person's shared calendar in Office 365.
Requirements for this feature:

  • Both users must have Salesforce Inbox enabled.
  • Both users must belong to the same Salesforce organization.
  • The calendar owner must have granted Delegate permission in Office 365 to the person composing the email.
  • The email will appear to recipients as coming from the selected Event Owner.

To ensure that the new meeting owner appears in the Event Owner dropdown in Salesforce Inbox, the calendar sharing must be configured in Office 365 as described below.

Resolution

This article explains how to configure Office 365 calendar sharing to enable the Insert Availability and Change Event Owner features in Salesforce Inbox.

Step 1: Share the Calendar in Office 365

The user who wants to share their calendar (the "delegator") must follow these steps:

  1. Log into Outlook Web App (OWA) and navigate to the Calendar.
  2. In the left panel under My Calendars, right-click the calendar and select Sharing Permissions.
  3. Add the person who should have access and set their permission to Delegate. The Delegate permission is the only Office 365 permission level that grants sufficient control to appear as an available Event Owner in Salesforce Inbox.
  4. Click Done. Office 365 sends a calendar sharing invitation to the recipient.

Step 2: Accept the Calendar Sharing Invitation

The recipient of the sharing invitation must accept the invitation email from Office 365 to gain access to the delegator's calendar.
After completing steps 1 and 2, allow 10–15 minutes for changes to propagate before using the Insert Availability feature in Salesforce Inbox.

Step 3: Authenticate in Lightning Experience Email Composer

If using the Lightning Experience Email Composer, the user's Salesforce email address must be authenticated with their Office 365 account:

  1. Users are prompted for this authentication the first time they send an email in Salesforce after receiving the Inbox permission.
  2. Alternatively, navigate to Settings | Email | Connected Accounts to authenticate manually.

Step 4: Use Insert Availability and Change Event Owner

  1. Compose an email in Outlook or OWA. Add the delegator user in the To or CC fields, along with any other recipients.
  2. Select the Event Owner dropdown. The delegator's name appears in the list (this may take a moment depending on the number of delegated mailboxes).
  3. Insert available time slots and send the email.
Knowledge Article Number

000384661

 
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Salesforce Help | Article