How Do I Add a User as a Delegate in Outlook?

How to setup delegate access

Outlook 2007

  1. Select Tools>Options. Outlook opens the Options dialog box.
  2. Select the Delegates tab.
  3. Select Add. Outlook opens the Add Users dialog box.
  4. Select the user for whom you want to assign delegate access. Select Add, and then OK.

    Outlook opens the Delegate Permissions dialog box for the user. In the Delegate Permissions dialog box, specify the permissions for each folder you want the selected delegate to access on your behalf.

  5. For each folder you want the delegate to access, use the associated list to set the user’s permissions on that folder:
    • Reviewer-The delegate can only read items.
    • Author-The delegate can create and read all items but can edit and delete only the delegate’s own items.
    • Editor-The delegate can create, read, edit, and delete all items.
  6. If you want Outlook to send a message to the delegate outlining the permissions you set, click to activate the automatically send a message to the delegate summarizing these permissions check box.
  7. If you want the delegate to also see those items that you marked as private, check the Delegate can see my private items check box.
  8. Select OK to return to the Options dialog box.
  9. Select OK.

Outlook 2010

  1. Select File>Info>Account Settings>Delegate.
  2. Select Add. The Add Users dialog box will pop up.
  3. Select the username of the delegate(s) and select Add.
  4. Add users.
  5. Select 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. Select File>Info>Account Settings>Delegate Access. The Delegates dialog box will pop up.
  2. Select the delegate in question and select 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
  4. Select OK.
  5. Select 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.

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 selecting File>Open>Other User's Folder and selecting your name.

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 graned 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 Properties.
  3. Select the Permissions tab.
  4. Select Add.
  5. Select the username of the delegate.
  6. Select OK.
  7. Select the delegate and in the Permission Level drop-down menu and select Reviewer Permission Level.
  8. Select OK.
  9. The delegate can now add your mailbox to their folder list. For information on how to do this, see the IT Guide: 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.

Last modified on October 24, 2012