Click the File
Click Account Settings, and then click Delegate Access.
Click Add.
Search for the person’s name in the address book.
Click Add and OK.
Selected the Permission you would like to give the user
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What are the delegate permission levels?
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A delegate can receive and respond email messages and meeting requests and responses for other mailboxes. Delegates can manage mailboxes, calendars, and more based on the permissions they are assigned.
This article details what Delegate Access does, what the different delegate permission levels are, and how to add and remove delegates from an account (as well as change delegate permissions).
What Delegate Access Does
Delegate access is when you give someone permission to access your mailbox or specific folders in the account mailbox with the added ability of being able to create and respond to messages on behalf of the account.
Delegate Access goes beyond just sharing access to folders. Delegates are granted additional permissions, such as creating email messages or responding to meeting requests on behalf of the account. Delegate access can be granted for the following items:
Calendar
Tasks
Mailbox
Contacts
Notes
As the person granting permission, you determine the level of access that the delegate has to your calendar or mail folders. You can grant a delegate permission to read items in your folders or permission to read, create, change, and delete items. The delegate can also respond to meeting requests and emails on behalf of the account Delegate Permission Levels
Delegates can be assigned different permission levels. The owner of the mailbox is responsible for assigning delegate permission levels.
Reviewer: Delegates with this permission level can read items in your folders and mailbox.
Author With : Delegates with this permission , the delegate level can read and create items , (including emails) and change and delete items that he or she creates.
they create. For example, with this permission level, a delegate can create task requests and meeting requests directly in your Task or Calendar folder the Mail or Calendar folder and then send the item on your behalf.
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behalf of the account they have delegate access to.
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Granting a delegate the Author permission level to an account mailbox gives the delegate the ability to Send on Behalf of the account. |
Editor: Delegates with this permission level can do everything the Author level has permission to do and, additionally, can change and delete the items that
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the mailbox owner has created.
None: Delegates with this permission level cannot read, create, or edit items.
Delegate Management
Below are instructions on how to add delegates, remove delegates, and edit delegate permissions.
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Only the owner of the account can manage delegates and delegate permission levels. |
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Adding and removing delegates is only available in Classic Outlook (desktop application). Currently, adding delegates is not available in New Outlook (desktop application) or Outlook on the Web. To check which version of Outlook you are using, open your Outlook desktop application. In the top right corner, there is a toggle switch for "Try the new Outlook". If the switch is off, you are using Classic Outlook. If the switch is on, you are using the New Outlook. To switch between Classic Outlook and the New Outlook, click the switch. |
Add a Delegate
Follow the steps below to add a delegate to an account mailbox you own .
Open the Outlook desktop application.
At the top of the screen, click “File”.
Click “Account Settings”. A dropdown menu will appear.
Click “Delegate Settings” in the dropdown menu. A new window will appear.
Click “Add”.
Enter the full email address of the person who want to grant delegate access to.
Click “OK”. A new window will appear.
Set the delegate permissions. You can set permissions for the calendar, tasks, the inbox, contacts, and notes.
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If you set the permission level to None for each item, the delegate will only be able to send messages on behalf of the account mailbox and nothing more. |
Click “OK”.
Click “OK”.
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For the delegate to access the mailbox they have delegate access to, they must add the account mailbox to their Outlook after they are given delegate permissions. For instructions on how to add an account mailbox to your Outlook, visit the Add a Service Account Mailbox to Outlook knowledge base article. These instructions apply to any type of account mailbox, not just service account mailboxes. |
Remove a Delegate
Follow the steps below to remove a delegate from a mailbox you own.
Open the Outlook desktop application.
At the top of the screen, click “File”.
Click “Account Settings”. A dropdown menu will appear.
Click “Delegate Settings” in the dropdown menu. A new window will appear.
Click on the delegate you want to remove.
Click “Remove”.
Click “OK”.
Change a Delegate’s Permissions
Follow the steps below to edit a delegate’s permissions.
Open the Outlook desktop application.
At the top of the screen, click “File”.
Click “Account Settings”. A dropdown menu will appear.
Click “Delegate Settings” in the dropdown menu. A new window will appear.
Click on the delegate whose permissions you want to change.
Click “Permissions…”
Change the permissions you want to update.
Click “OK”.
Click “OK”.
Need help? Contact our HelpDesk at 502-852-7997 or at ITS Helpdesk — Information Technology Services (ITS) .