HOW-TO GUIDE

Outlook: Setting Up and Managing Delegate Access

Learn how to grant, modify, and remove Delegate Access in Outlook for an individual mailbox or room calendar. Delegate Access allows another person to manage meeting requests, calendar appointments, and other Outlook items on your behalf.

Instructions

Turn on Delegate Access

A delegate automatically receives Send on Behalf permissions. By default, the delegate can read only the meeting requests and responses sent to the account owner. The delegate does not have access to read other messages in the owner's Inbox.

1. Sign in to the Outlook account that will be granting access. This can be an individual's account or a room calendar account.
2. Launch Outlook.
3. Select the File tab.
4. Select Account Settings, then click Delegate Access.
5. Click Add.
6. Enter the name of the person you want to designate as your delegate, or search for the person in the address list and select their name.
7. Click Add, then click OK.
8. In the Delegate Permissions dialog box, accept the default permission settings or select custom access levels for the available Exchange folders.

Understanding Delegate Permissions

If a delegate only needs to manage meeting requests and responses, the default permission settings are sufficient. These include the Delegate receives copies of meeting-related messages sent to me option. The Inbox permission can remain set to None. Meeting requests and responses will be delivered directly to the delegate's Inbox.

Configure Delegate Notifications and Private Item Access

You can configure Outlook to notify the delegate when permissions are granted and determine whether the delegate can view private items.

1. Select the Automatically send a message to delegate summarizing these permissions check box.
2. If appropriate, select the Delegate can see my private items check box.

   Important: This is a global setting that affects all Exchange folders, including Mail, Contacts, Calendar, Tasks, Notes, and Journal. You cannot grant access to private items in only one folder.

3. Click OK to save the permissions.

Change Delegate Permissions

You can modify the permissions assigned to an existing delegate at any time.

1. Open Outlook and select the File tab.
2. Click Account Settings.
3. Click Delegate Access.
4. Select the name of the delegate whose permissions you want to change, then click Permissions.
5. Modify the permissions for any Outlook folder the delegate needs to access.
6. If you want to notify the delegate of the changes, select the Automatically send a message to delegate summarizing these permissions check box.
7. If appropriate, select the Delegate can see my private items check box. Remember that this setting applies globally to all Exchange folders.
8. Click OK to save the changes.

Remove Delegate Access

If you want to remove all Delegate Access permissions for a person, follow these steps:

1. Open Outlook and select the File tab.
2. Click Account Settings.
3. Click Delegate Access.
4. Select the name of the delegate you want to remove.
5. Click Remove.

Removing a delegate removes their Delegate Access permissions from the account.

Additional Information

• Meeting request copies: If you want a delegate to receive copies of meeting requests and responses sent to you, make sure the delegate has Editor permission for your Calendar folder and that the Delegate receives copies of meeting-related messages sent to me option is selected.
• Send on Behalf vs. Send As: These are different permissions. Send on Behalf displays both the delegate and account owner's names, while Send As displays only the account owner's name.
• Private items: Allowing a delegate to view private items applies to all Exchange folders, not just the Calendar folder.

Need additional assistance?

If you need assistance configuring Delegate Access, modifying mailbox or calendar permissions, or accessing a room calendar, contact IT@VetMed.

it@vetmed.illinois.edu