Delegate Access in Outlook

Tags delegate

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What is a Delegate in Outlook?

A delegate can 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.

NOTE: You and the delegate must use the same version of Outlook.

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 will have 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     With this permission, the delegate can read and create items, and change and delete items that he or she creates. For example, a delegate can create task requests and meeting requests directly in your Task or Calendar folder and then send the item on your behalf.
  • 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.

Giving or Removing Delegate Access

To grant an individual(s) delegate access, complete the following steps.

  1. Launch Outlook and select the File tab.
  2. Next, select Account Settings. A drop-down menu displays.

Delegate1

  1. Select Delegate Access from the drop-down menu. The Delegates screen displays.

DelegatesScreen

  1. On the Delegates screen, select the Add… button. The Add Users screen displays.

Machine generated alternative text:
Add Users 
Search: @ Name only C) More columns Address Book 
Offline Global Address List -jrichar4@stev• 
Name 
0365ciscovm a 
0365relay 
•O a templ 
•O a temp2 
•O a temps 
•O a temp4 
•O a temps 
•OA. K Ganguly 
•OA. Klappholz 
•o Aaron Gaffinkel 
Aaron Gary 
•o Aaron J Richman 
•o Aaron Shenhar 
•O Aaron Wright 
Add 
Title 
ausiness Phone 
Locati•

  1. Locate the name of the person to which you want to grant delegate access.
  2. Highlight their name by selecting it with your mouse cursor.
  3. Select the Add -> button.
  4. Select the OK button. The Delegate Permissions screen displays.

Machine generated alternative text:
Delegates 
Delegate Permissions: Aaron Gary 
This delegate has the following permissions 
@ Delegate receives copies of meeting-related messages sent to me 
Tasks 
Inbox 
Notes 
Editor (can read, create, and modify items) 
None 
None 
Automatically send a message to delegate summarizing these permissions 
C] Delegate can see my private Items

  1. Select the appropriate permissions for the person to whom you are granting delegate access.
  2. When you are finished, select the OK button. The Delegates screen displays.

If there is someone listed who is no longer at Stevens, or who no longer needs access to your Inbox/Calendar, click on the name and click Remove and then OK.

Machine generated alternative text:
Delegates 
Delegates can send Items on your behalf, including creating and 
responding to meeting requests. If you want to grant folder 
permissions without giving send-on-behalf-of permissions, close this 
dialog box, right-click the folder, click Change Sharing Permissions, 
and then change the options on the Permissions tab. 
Aaron Gary 
Add... 
Remove 
Properties... 
Deliver meeting requests addressed to me and responses to meeting 
requests where I am the organizer to: 
@ My delegates only, but send a copy of meeting requests and 
responses to me (recommended) 
O 
My delegates only 
O 
My delegates and me

  1. Select the OK button.

You have now successfully granted delegate access to the desired individual. Repeat these steps to grant delegate access to additional people.

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Details

Article ID: 46662
Created
Mon 1/22/18 6:50 PM
Modified
Wed 3/3/21 2:21 PM