Outlook for Windows - Mail and/or Calendar Delegate Access

Overview

How to give Delegate Access to Mail (Inbox) and/or Calendar in Outlook for Windows.

Procedures

Giving Delegate access to my calendar

1. Click the File tab (located in the upper left corner of the Outlook screen)

2. Click Account Settings, and then click Delegate Access.

[Account Settings and Delegate Access buttons]

3. Click Add.

4. Type the last name of the person whom you want to designate as your delegate in the search bar and then double-click on the name from the Exchange - Global Address List and the name is added below.

5. Click OK  - The Delegate Permissions box appears

[Delegate Permissions dialog box]

6. In the Delegate Permissions dialog box, set the appropriate permissions needed. You can accept the default permission settings or click the drop-down option boxes to select custom access levels for Exchange folders. Each option box enables selection of one of the following delegate permission levels; Reviewer, Author, or Editor. 

1. • Reviewer - With this permission, the delegate can read items in the manager's folder.
   • Author - With this permission, the delegate can read and create items, and modify and delete items that you create. For example, a delegate can create task requests and meeting requests directly in the manager's Task or Calendar folder and then send the item on the manager's behalf.
   • Editor - With this permission, the delegate can do everything that an Author has permission to do and additionally can modify and delete the items that the manager created. 

NOTE: If a delegate needs permission to work with meeting requests and responses only, the default permission settings, including Delegate receives copies of meeting-related messages sent to me, is sufficient. You can leave the Inbox permission setting at None. Meeting requests and responses will go directly to the delegate's Inbox. (https://www.clouddirect.net/knowledge-base/KB0011012/delegating-someone-else-to-manage-your-mail-and-calendar)

7. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box. 

Delegate - Adding the Outlook calendar after you have been granted access

1. Open your Outlook Calendar and click on the "Open Calendar" button located on the top bar (ribbon)
2. Choose "From Address Book"
3. Search for the person (who gave you the access) from the global address list and then double-click on their name. 
4. Click OK.

Giving Delegate access to my mail (inbox)

1. While the Delegate Permissions has the option to give access to an individual's Inbox this does not provide full delegate access.  This needs to be done on the server side.
2. The individual that wants to give access should submit a Support Request requesting access to their email be given to <provide full name and email address>.  Please also state if you want this individual to be able to send email as them or not.
3. Once Delegate access is given to email, the individual receiving access should have the mailbox show up in their email client along the left hand panel.  If you do not see the person's email showing up after exiting Outlook and going back in you can follow the instructions below:
   • Open Outlook
   • Click Files in the upper left corner and then click Account Settings then Account Settings
   • From the Email tab, select your email account and click the Change... button
   • Click the More Settings... button
   • From the Advanced tab, click the Add button
   • Search the username of the person whose mailbox you are managing
   • Click OK

The new mailbox will now be visible in the side bar. 

Sending emails

If permissions were given to be able to send as: 

Creating a new email:

1. Click the From field and select Other email address.
2. Search for the inbox owner's account and click their name.
3. Complete the rest of the email and send.

References

None at this time.

Last Reviewed: 17-Oct-2023