Manage Delegates in Outlook

Outlook 2010/2013

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 manager. The delegate does not have access to read any other messages in your Inbox.

  1. Click the File tab.
  2. Click Account Settings, and then click Delegate Access.
  3. Click Add.
  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.
  5. Click Add, and then click OK.
  6. In the Delegate Permissions dialog box, you can 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, including 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: 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.

    IMPORTANT: This is a global setting that affects all of your Exchange folders, including all Mail, Contacts, Calendar, Tasks, Notes, and Journal folders. You cannot allow access to private items in only one folder.
  9. Click OK.

    NOTE: Messages sent with Send on Behalf permissions include both the delegate's and manager's names next to From. When a message is sent with Send As permissions, only the manager's name appears.

Change permissions for your 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.
    NOTE: If you want to remove all Delegate Access permissions, do not click Permissions but instead click Remove and skip the remainder of these steps.
  4. Change the permissions for any Outlook folder that the delegate has access to.
  5. 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.

    NOTE: If you want copies of meeting requests and responses that you receive to be sent to a delegate, make sure the delegate is assigned Editor (can read, create, and modify items) permission to your Calendar folder, and then select the Delegate receives copies of meeting-related messages sent to me check box.

Outlook 2007

  1. On the Tools menu, click Options, and then click the Delegates tab.
  2. Click the delegate you want to change permissions for, and then click Permissions.
  3. Change the permissions for any Microsoft Outlook folder that the delegate has access to.
  4. 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.

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