Outlook | Delegate Access Grant someone else permission to manage your mail and calendar items

Allow another person, known as a delegate, to receive and respond to email messages and meeting requests and responses on your behalf. You can also grant the delegate additional permissions to read, create, or change items in your Microsoft Exchange Server mailbox.

What does Delegate Access do?

Delegate Access goes beyond just sharing access to your folders. Delegates are granted additional permissions, such as creating email messages or responding to meeting requests on your behalf. See Manage another person's mail and calendar items to learn how delegates can perform these tasks.

As the person granting permission, you determine the level of access that the delegate has to your folders. You can grant a delegate permission to read items in your folders or to read, create, change, and delete items. By default, when you add a delegate, the delegate has full access to your Calendar and Tasks folders. The delegate can also respond to meeting requests on your behalf.

What are the delegate permission levels?

• Reviewer - With this permission, the delegate can read items in your folders.

• Author - Only allows them to edit things they generate.

• Editor  - With this permission, the delegate can do everything that an Author has permission to do and additionally can change and delete the items that you created. 

• Publishing editor allows the user to create subfolders.  
  To browse pre-existing subfolders your delegate needs to have at least reviewer access at the root of the mailbox.  Then assign permissions to the subfolders individually.  

Step 1 of 3: Make someone my delegate in the Outlook Desktop Client

A delegate automatically receives Send on Behalf permissions. By default, the delegate can read only your meeting requests and responses. The delegate isn’t granted permission to read other messages in your Inbox. You need to add permissions to each folder that your delegate needs access to, starting with the top level. 

1. In Outlook, click the File tab. 
   
   
   

   Open

   

   
   
   

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

   Open

   

   
   
   

3. Click Add.
   
   

   
   
   

4. Type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list. The delegate must be a person in your organization's Exchange Global Address List (GAL).
   
   

   
   
   

5. In the Delegate Permissions dialog box, select custom access levels for Exchange folders.

If a delegate needs permission to work only with meeting requests and responses, the default permission settings, such as Delegate receives copies of meeting-related messages sent to me, are sufficient. You can leave the Inbox permission setting at None. Meeting requests and responses will go directly to the delegate's Inbox.

1. 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.
   
   
   

2. If you want, select the Delegate can see my private items check box.

   Important: This setting affects all Exchange folders. This includes all Mail, Contacts, Calendar, Tasks, Notes, and Journal folders. There is no way to grant access to private items in only specified folders.
   
   
   

3. Click OK.
   
   

    

Step 2 of 3: Grant access to mailbox subfolders

To add permissions for your delegate to read your Inbox and subfolders, you need to grant permission on each folder the delegate needs access to. 

1. Right click on the top level folder with your firstname.lastname@minneapolis.edu and click on Folder Permissions
   
   

   
   
   

   
   
   

2. Click Add and find the users name in the Global Address List
   
   

   
   
   

3. Set the Permission Level to the folder (Owner, Publishing Editor, Editor, Publishing Author, Author, Nonediting Author, Reviewer, Contributor, None) 
   
   

   
   
   

4. Click Apply and then OK
   
   

5. Repeat steps 1-4 for all subfolders your delegate needs access to. 

Step 3 of 3: Person gaining delegate access completes step three

Step three must be completed by the person you are granting delegate access to.

Outlook | Delegate Access Manage Another Person's Mail and Calendar Items

Change permissions for a delegate

1. Click the File tab.
   
   

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

3. Click the name of the delegate for whom you want to change permissions, and then click Permissions.
   Note: If you want to remove all Delegate Access permissions, don’t click Permissions but instead click Remove and skip the rest of these steps.
   
   

4. Change the permissions for any Outlook folder that the delegate has access to.
   
   

5. 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.
   
   

Change delegate access to private items

If you have assigned permissions to a delegate so that he or she can access your Outlook folders, you can hide personal information in appointments, meetings, tasks, and contacts. Open each personal item, and in the Tags group, click Private.

To grant access to your private items, do the following:

1. Click the File tab.
   
   

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

3. Click the name of the delegate for whom you want to change access to your private appointments, and then click Permissions.
   
   

4. Select the Delegate can see my private items check box.

References:

https://support.office.com/en-us/article/allow-someone-else-to-manage-your-mail-and-calendar-41c40c04-3bd1-4d22-963a-28eafec25926#top

Instructions for the person who will be managing your calendar and mailbox

Outlook | Delegate Access Manage Another Person's Mail and Calendar Items

Video Instructions

Related Articles