Outlook 2010 - Granting Delegate Access to your Email

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. 

This guidance is primarily for staff and postgraduate research students who have been upgraded to the new Exchange 2010 email server|. While other users can follow the guidance as well, there may be some minor differences. If you experience difficulties, please contact the IT Service Desk|.

Selecting delegates

You can select multiple delegates to have access to your account, and individually set the level of access each delegate should have.

To create a new delegate:

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

Delegate Access

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

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

Add Users

 4. Click OK

Setting permissions

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

To set permissions:
1. Click File | Info | Account Settings |  Delegate Access. The Delegates dialog box will pop up. Carefully read the information given at the top about delegates. Please note: Regardless of which type of individual permissions you set here, giving someone delegate access automatically gives them send-on-behalf permissions.

delegates1

2. Click Add and select the delegate. The Delegate Permissions window will pop up.

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

Tick the Automatically send a message to delegate summarizing these permissions if you wish to send a notification.

Delegate Permission

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 (i.e. without 'Joe Bloggs on behalf of'), full permissions must be set up by your User Support Team.

delegates2

Using the delegate settings

Once you have set up permissions for a delegate, that delegate can access the items they have permission to see by clicking File | Open | Other User's Folder and selecting your name.

  Other User's Folder

Adding an additional mailbox

If the delegate needs to regularly access parts of your mailbox, they can add your mailbox to appear in their folder list. This is more convenient than manually going through menus in Outlook as above.

Giving someone delegate access automatically grants them the permission to add your mailbox to their folder list. Once they have delegate access to your mailbox, they can follow the steps in Outlook 2010 - Adding Additional Mailboxes|.

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