Allowing a Colleague to Manage your Email and Calendar

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. 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.

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.


Making Someone a Delegate

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.

Messages sent with Send on Behalf permissions include both the delegate’s and your names next to From. When a message is sent with Send As permissions, only the your name appears.

Once you add someone as a delegate, they can add your Exchange mailbox to their Outlook profile. For instructions, refer to How to Manage a Colleague’s Email and Calendar.

  1. Open Outlook.
  2. Select the File tab.
  3. Select Account Settings.
  4. Select Delegate Access.
  5. Select Add.
  6. Use the Search field to locate and select the person whom you want to designate as your delegate.
  7. Select Add.
  8. Select OK.
  9. In the Delegate Permissions dialog box, select the appropriate level of access for each category from the provided dropdown list.
    • To send a message to notify the delegate of the changed permissions, check Automatically send a message to delegate summarizing these permissions.
    • If you want, check Delegate can see my private items.
      • 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.
    • NOTE: By default, the delegate is granted Editor (can read, create, and modify items) permission to your Calendar folder. When the delegate responds to a meeting on your behalf, it is automatically added to your Calendar folder.
  10. Select OK.