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: Delegates with this permission level can read and create items (including emails) and change and delete items they create. For example, with this permission level, a delegate can create meeting requests directly in the Mail or Calendar folder and then send the item on behalf of the account they have delegate access to.

• 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 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.

Add a Delegate

Follow the steps below to add a delegate to an account mailbox you own .

1. Open the Outlook desktop application.
   
   

2. At the top of the screen, click “File”.
   
   

3. Click “Account Settings”. A dropdown menu will appear.
   
   

4. Click “Delegate Settings” in the dropdown menu. A new window will appear.
   
   

5. Click “Add”.
   
   

6. Enter the full email address of the person who want to grant delegate access to.
   
   

7. Click “OK”. A new window will appear.
   
   

8. Set the delegate permissions. You can set permissions for the calendar, tasks, the inbox, contacts, and notes.

9. Click “OK”.
   
   

10. Click “OK”.

Remove a Delegate

Follow the steps below to remove a delegate from a mailbox you own.

1. Open the Outlook desktop application.

2. At the top of the screen, click “File”.

3. Click “Account Settings”. A dropdown menu will appear.

4. Click “Delegate Settings” in the dropdown menu. A new window will appear.

5. Click on the delegate you want to remove.

6. Click “Remove”.

7. Click “OK”.

Change a Delegate’s Permissions

Follow the steps below to edit a delegate’s permissions.

1. Open the Outlook desktop application.

2. At the top of the screen, click “File”.

3. Click “Account Settings”. A dropdown menu will appear.

4. Click “Delegate Settings” in the dropdown menu. A new window will appear.

5. Click on the delegate whose permissions you want to change.

6. Click “Permissions…”

7. Change the permissions you want to update.

8. Click “OK”.

9. Click “OK”.