expand search
2 male students sitting at a long table in front of imacs, smiling at the camera

Information Technology

Information Technology

Outlook - Setting up Delegate Access

What is the purpose of Delegate Access?

Delegate access is used to provide permission for another user to access an Outlook account belonging to another user- as in an Administrative Assistant being able to view or edit his/her Manager's email and/or calendar and/or tasks.

  1. In Outlook, click ‘File’

Screen shot showing File tab selected per Step 1

  1. Click the ‘Account Settings’ button then select ‘Delegate Access’.

Scrren Shot of "Account Information Screen indicating Account Settings selected with Delegate Access selected from drop down per Step 2

  1. Click the ‘Add’ button on the window that pops-up

Screen shot as of Step 2's selections allowing user to click the Add" button per Step 3

  1. Now find the person you would like to provide access to from the address book. Select their name from the list, then click ‘Add’ then click ‘OK’ :

Screen shot of Add Users screen (Step 4) where those being delegated to are selected by the user authorizing the permission

  1. From the Delegate Permissions window you can select the types of permissions you want to provide using drop-down option for calendar,tasks, inbox, contacts and notes.Please note the checkbox at the bottom that will send a message to the delegate. his not only informs them that they now have access to your account, but it explains how much and how to access your account. Review email example below. You can also designate whether or not your delegate can see items you have marked as "Private. T

Screen shot of delegate permissions screen from Step 5 where permissions by Outlook area can be granted

  1. Once complete, click ‘OK’, then ‘OK’ again in the next window to finish.

Following is the type of email that will be sent to the delegate if you clicked ‘Automatically send a message to delegate summarizing these permissions’ in Step 5.

This message was sent automatically by Microsoft Outlook to inform you that you have been designated as a delegate. You can now send messages on my behalf.
You have been given the following permissions on my folders:
Calendar: Reviewer (can read items)
Tasks: Editor (can read, create, and modify items)
Inbox: None
Contacts: Reviewer (can read items)
Notes: None
To open folders for which you have permissions, click the File Tab, and on the Open tab, click Other User's Folder. You will be able to create and modify Meeting Workspaces on my behalf.


  • Staff
  • Faculty
  • Professor Emeriti

Service category

  • Computing & Printing

Last updated

Friday, March 18, 2016 - 13:50