Adding, Changing and Removing Delegate Access in Outlook 365

What does Delegate Access do?

Delegates are granted additional permissions beyond just getting folder access, such as creating email messages or responding to meeting requests on your behalf. See Manage another person’s mail and calendar items to learn how delegates can perform these tasks. Also note that 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 has full access to your Calendar and Tasks folders. The delegate can also respond to meeting requests on your behalf.

Make someone my 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.

1. To begin, click the File tab.
2. Click Account Settings, and then click Delegate Access.
3. Click Add. If Add doesn’t appear, an active connection might not exist between Outlook and Exchange. The Outlook status bar displays the connection status.
4. Type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list. Also note the delegate must be an OU Account holder listed in the Global Address List.
5. Click Add, and then click OK.
6. In the Delegate Permissions dialog box, accept the default permission settings or select custom access levels for Exchange folders.
   • If a delegate needs permission to work only with meeting requests and responses, the default permission settings, such as Delegate receives copies of meeting-related messages sent to me, are sufficient. You can leave the Inbox permission setting at None. Meeting requests and responses will go directly to the delegate’s Inbox.
   • Note that 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.
7. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.
8. If you want, select the Delegate can see my private items check box. Please note that 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.
9. Click OK, the delegate should now be granted permission.

Change or Remove permissions for a delegate

1. Click the File tab.
2. Click Account Settings, and then click Delegate Access.
3. Click the name of the delegate for whom you want to change permissions, and then click Permissions.
4. If you want to remove all Delegate Access permissions, don’t click Permissions but instead click Remove and skip the rest of these steps.
5. Change the permissions for any Outlook folder that the delegate has access to.
6. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.

More information on adjusting Delegate permissions can be found here.