Outlook: Delegate Access - (Step 2) - Selecting Delegates in the Master Account

Introduction

Outlook 2010 allows you to setup Delegate Access to your Inbox, Calendar, Tasks, Contacts, and Notes. Delegate Access allows the people you nominate to see, edit or send items on your behalf, including creating and responding to meeting requests.  

IMPORTANT NOTE: If you have not completed Step 1, please click here and complete that step before going any further.

Selecting delegates

You can select multiple delegates to have access to your account, and individually set the level of access each delegate should have. These steps are performed from the account granting access (ie the "master" account). If you are a supervisor or administrator sharing your account, it is recommended that you do this from your computer.

To create a new delegate:

1. Click File tab | Info | Account Settings |  Delegate Access

2. Click Add... The Add Users dialog box will pop up

 

3. Select the username of the delegate(s) and click Add

 4. Click OK

Setting permissions

Once you've selected a delegate, you need to set the level and type of permission that the delegate should have.

To set permissions:
1. Click File | Info | Account Settings |  Delegate Access. The Delegates dialog box will pop up

 

2. Select the delegate in question and click Permissions...

3. For each item (e.g. Calendar, Tasks, Inbox) select the level of permission you want to grant

 

None: delegate cannot access this feature of your account
Reviewer: delegate can read items
Author: delegate can read and add items
Editor: delegate can read, modify and add items

 

 

 

2. Click OK

 

3. Click OK again

 

Note: Emails and other items sent by a delegate will be displayed as from the delegate on behalf of your name. For example, From: Joe Bloggs on behalf of Janet Smith. In order to have a delegate send an email as if they were you, full permissions must be set up by your User Support Team.

Granting Access to your Mailbox

If the delegate needs to regularly access parts of your mailbox, and would like your mailbox to appear in their folder list, you must grant them access to your mailbox by setting permissions. They will only see the folders and features you granted them access to in the Delegate Settings, however they won't have to manually open your folders through the File menu. By granting permission to your mailbox, you simply make it possible for them to add your mailbox to their folder list.

To grant access to your mailbox or folder to a delegate:
1. In your folder list, right-click on your mailbox or folder name

 

2. Select the Folder Permissions option

3. Click Add...

4. Search for the name of the delegate

 

5. Click OK

 

6. Select the delegate and in the Permission Level drop-down menu select one of the following:

• Reviewer - If you want the delegate only to be able to view the email
• Publishing Editor - If you want the delegate to be able to view and edit (i.e. delete, move,etc) the email
  
    

 

8. Click OK

 

9. Once you are done with giving delegate access, you can do the following:

• Close Outlook
• Go to Start, Control Panel, Mail, Show Profiles and change the setting back to always use this profile and make sure your profile is selected in the dropdown box, click Apply then OK.
  
  
  
  

 

10. The delegate can now add your mailbox to their folder list. For information on how to do this, see: Outlook 2010 - Adding Additional Mailboxes

 

 

 

***Note: You can also set different permission levels for individual folders in your mailbox using the above method on each folder. ***